Executive Officer Assistant

Job Summary: Supports the Executive Vice President, General Counsel and Chief of Staff; Chief Operating Officer; and Vice President -Technology, and others, with regard to budgeting, scheduling, correspondence, research, reporting, monitoring and events, and manages the Office of the Executive Vice President GC/Chief of Staff. Serves as legal assistant to General Counsel and works with privileged and confidential legal matters. Provides additional support to the Executive Officer Assistant to the President and to the Board of Trustees. Also “floats” to other departments on an as-needed basis to provide additional support. Duties/Responsibilities: This job description is not to be construed as an exhaustive statement of duties or responsibility requirements. Employees may be required to perform other job-related instructions as requested by the supervisor, subject to reasonable accommodation . Maintains official office budget accounts and all confidential legal records and financial records for the EVP, GC/COS/ COO, including confidential legal records and invoices, government and church relations, budgets, other COS and COO projects, verifying the accuracy of reports and printouts and assuring fiscal responsibility. Assists the Executive Assistant to the President as needed with Boardbook related tasks, maintaining budget accounts and records for the President’s budget. Monitors expenditures in accordance with budgeted amounts, and reviews and authorizes purchase of supplies, services, and equipment within budget limits. Responsible for purchases for the department, check requests, and expenditures requested by the office staff. Assist in organizing budget requests from departments for the annual budgetary process. Responsible for all credit card bills and overseeing their payment. Provides back-up support to Executive Assistant to the President, particularly in preparation for and at Board meetings and Board Committee meetings. Maintains budget accounts and records for the President’s Office and Board of Trustees. Processes purchase orders, payment of invoices, and reimbursement requests. Reconciles monthly credit card statements. Maintains and coordinates the official calendar for EVP and General Counsel, including project and proposal deadlines, inter- and intra-office meetings, on and off- campus appointments for all staff travel and all staff vacations. Monitors and tracks departmental scorecards for each area of responsibility of EVP, including interim areas of responsibility. Establishes and implements a procedure to ensure staff members provide dates and associated information to be compiled and placed on the calendar. Provides similar support to the Vice President for Technology Services; Maintains all the General Counsel office’s confidential files, including confidential legal information (including but not limited to Title IX, personnel, pending litigation, and organizational documents) and correspondence and files. Maintains a system to file and retrieve documents that relies on organizational skills and knowledge of filing systems with attention to accuracy. Works closely with the Chief of Staff to organize support documents and track information. Maintains a thorough knowledge of the contents and whereabouts of all pertinent files and documents. Maintains an inventory of supplies and materials, and places orders as needed with the university supply clerk or other office supply vendors, as necessary. Initiates work order requests for office maintenance, orders equipment, and arranges for service as needed. Oversees billing and payment processes for all mailings including those completed by outside mailing services. Maintains an up to date, working knowledge of computer software used in the office. Maintains current knowledge of the functions of the office support staff to provide back-up assistance when necessary. Attends and participates in university events and activities both on and off campus, including weekend events as directed and required to promote and support the department. Maintains the office calendar. Schedules and assists in scheduling appointments and notifying appropriate participants for all appointments. Coordinates meetings and other occasions by reserving space, arranging refreshments, typing agendas, preparing materials, etc. Serves as backup to the Executive Assistant to the President when s/he is out of the office by managing the President’s calendar, answering phone calls, and performing other duties as may be assigned. Assists with planning and organizing events/meetings of the President’s Office and Board of Trustees, including securing facilities, overseeing setups, making arrangements for meals and refreshments, manage RSVPs, assist with trustee regalia at commencement, and other meeti