Executive Assistant to the President & Board Liaison
Executive Assistant to the President & Board Liaison
Office of the President
About the University
Jacksonville University is an independent, coeducational university located along the St. John's River in Jacksonville, Florida. JU enjoys a reputation for excellence in undergraduate arts and sciences and in business programs, as well as distinguished programs in health sciences, aviation, marine biology, the fine arts and education. It is consistently ranked as a premier institution (top 10%) for student return on investment, and has been selected as one of “American’s Best Colleges” by U.S News and World Report for more than 10 years.
Jacksonville University hired alumnus Tim Cost in 2013 and under his leadership has added 38 new programs in engineering, information technology, cyber security, kinesiology, data analytics, computer sciences and health informatics. President Cost is a nationally recognized corporate leader most recently serving as Executive Vice President of Global Corporate Affairs at PepsiCo. President Cost has led the investment of more than $30 million into the University campus, is heading up an ambitious $120 million ASPIRE development campaign, and has launched the Florida EPIC program to support STEM education, regional economic investment and jobs creation.
The Executive Assistant to the President and Liaison to the Board of Trustees provides high-level administrative support; as well as performing a wide variety of highly responsible tasks and confidential work associated with the President’s Office. This individual must possess exceptional organizational skills, excellent interpersonal skills, independent decision making skills, a very professional demeanor, proficient in the use of the latest in technology, and has the President’s trust on discretionary matters.
Essential Job Duties
- Manages the President’s calendar, ensuring optimal scheduling to include: meetings, travel, community presentations, and appointments involving University Administrators, faculty, staff, students, professional organizations, and government leaders.
- Works with members of the Jacksonville University Board of Trustees to ensure communication is professional, timely and accurate.
- Ensures all Board reporting, minutes, correspondence and documentation is complete.
- Manages the President’s travel arrangements to include agenda, meeting logistics, hotel, transportation and post-trip items such as expense reports.
- Works collaboratively with faculty, staff and senior leaders on campus to include representatives of various University colleges/departments.
- Addresses concerns and request referred to the President’s Office by students, faculty, staff, alumni, and members of the community by responding or referring to the appropriate person.
- Works closely with the Director, Office of the President and the Event Coordinator on event strategy and other matters impacting the President’s schedule.
- Ensures the President is briefed on his schedule and that he arrives on time to meetings.
- Monitors developing trends and issues which impact the President and informs President of impeding issues.
- Prepares correspondence and memos independently or from written and or oral instructions.
- Prepares meeting agendas, presentations and reports.
- Maintain confidential files and records for the President.
- Arranges special luncheon meetings in the President’s Dining area.
- Manages databases for mailings and organizational directories.
- Schedules facility setups and catering arrangements.
- Performs related duties as assigned.
- Ability to work independently with discretion
- Maintain confidentiality
- Communicate effectively: excellent written and oral communication skills, including the ability to edit documents and independently compose correspondence.
- Excellent interpersonal skills which establishes cooperative working relationships with internal and external University constituents. Professional demeanor which treats others with respect
- Proficiency in Microsoft Office Suite
- Ability to multi-task and maintain a high level of professionalism
- Standard office hours are 8:30 am to 5:00 pm
- Willingness to work evenings and weekends as necessary
- Work is primarily indoors
- Typical office related noise such as telephones and copy machines can be expected
- Must be able to lift and carry equipment and supplies weighing up to 10 pounds
- Must be able to bend, stoop, and reach
- Manual dexterity to efficiently operate a computer keyboard and other business machines. Near-vision sufficient to read written communications and computer display screens
- Adequate hearing to communicate effectively in person and by phone
Prerequisites Required for Position
Minimum Education Requirement
- High School Diploma/Associates Degree
Minimum Work Experience
- 5 to 7 years extensive experience supporting senior-level executives
- High level of proficiency in business writing and calendar management required
- High level of proficiency in Microsoft Office
- Bachelor’s Degree
- Technically savvy
- 7 to 10 years of experience supporting a Chief Executive Officer
This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.