As an executive coordinator, you will manage President Wallace’s calendar and oversee the daily execution of her schedule. This includes preparation for all meetings by gathering refreshments, printed agendas, notepads and pens, AV equipment, flowers, and more. You will also prepare briefing materials and talking points for meetings, events, and interviews, and set up Zoom as required. Responsibilities include participation in meetings and events by taking notes, after which you will share details with writers for follow-up correspondence and ensure they are shared with appropriate leadership throughout the university. Before in-person meetings, you will greet guests and offer refreshments.
In this position, you will prepare detailed trip itineraries, including car, meal, and hotel reservations and coordinate upcoming travel with pilots. As needed, you will drive President Wallace to class observations, appointments, events, and meetings. Among other duties, you will run errands, maintain office supply inventories, and oversee copier and printer repairs. Each day, you will order, pick up, and plate the president's lunch. Additionally, you will coordinate with an outside florist to maintain florals and plants for Lai Wa Hall. You will support the execution of presidential initiatives, edit all correspondence before sharing it with the president, and research and prepare gifts for university guests.
In this role, you will take photographs and notes for the President's social media accounts when the social media coordinator is absent and attend SCAD signature events as requested. You will also receive and respond to phone calls from external entities, parents, students, and others. Responsibilities include the submission of purchase requisitions for all invoices and the coordination of President Wallace’s personal and office schedules. Additionally, you will promptly respond to all requests via text, email, or phone.
The ideal candidate demonstrates excellent communication, listening, and reading skills. They are a positive problem-solver who takes initiative. The candidate can understand and follow instructions and convey information clearly to the appropriate individuals. They are detail-oriented, produce accurate reports, and follow through on assignments. The candidate is knowledgeable about commercial and private travel and demonstrates professional tact to maintain confidentiality.
Minimum qualifications:
- Bachelor’s degree
- Knowledgeable of all software programs, including Microsoft Excel and Word
- Ability to travel as needed to accompany the president
Certificates, licenses, and registrations:
- Valid driver’s license
- Valid passport
Travel required:
Work hours: The university work week is Sunday through Saturday. Most offices are open Monday through Friday from 8:30 a.m. to 5:30 p.m. To accommodate business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings.
ADA tag: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and/or meet the minimum qualifications.