Job Details

Executive Assistant, President's Office

Job no: 494077
Work Type: Staff full-time
Location: Abilene
Categories: Staff

About ACU

ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

Title of Position Executive Assistant, President's Office

Posting Location Abilene, Texas

Department President's Office

Employee Class Exempt Full-time Staff

Basic Responsibilities A. Manage all aspects of the schedule for the President and COS, including calendar and travel arrangements.
B. Serve as the primary administrative support for the President's Office.
C. Recruit, hire, train and supervise student employees.
D. Serve as administrative support for the President's Venture Council (PVC).

Essential Duties
A. Manage all aspects of the schedule for the President and COS, including calendar and travel arrangements.

1. Schedule appointments and travel, and keep detailed itineraries.
2. Keep updated calendar of all trips and speaking appointments.
3. Work with ACU's Office of University Events to determine event requirements for Presidential lunches, dinners, receptions, and other entertainment venues at on-campus and off-campus locations.
4. Coordinate, in conjunction with the COS, President's involvement in events, including the agenda, speeches and presentation materials.

B. Serve as the primary administrative support for the President's Office (including, but not limited to, the following tasks)

1. Ensure student employees are well trained to greet visitors and to receive, screen and redirect phone calls; serve as back up when needed.
2. Ensure all incoming mail is opened, date stamped and routed in a timely manner.
3. Ensure all outgoing mail is scanned and saved. Certain fundraising or VIP mail will have additional procedures that need to be followed.
4. Upon direction of the COS, send emails and write letters on the President's behalf.
5. Ensure office supplies are kept in stock and that all equipment is operating properly (e.g., copier, scanner, etc.).
6. Learn how to navigate and operate within ACU's databases.
7. Manage all detail of all President's Office budgets.
8. Assist as needed at the President's Circle dinner and other key events as needed.
9. Coordinate all administrative details of ACU's annual Opening Assembly.
10. Prepare and distribute timely agendas, reports and meeting summaries, as directed by the COS.

C. Recruit, hire, train and supervise student employees.

1. Determine student employee staffing levels, with approval of the COS.
2. Recruit appropriate number of qualified student employees to ensure adequate coverage at reception desk and to ensure that administrative tasks will be completed in a timely manner.
3. Hire student employees, with approval of the COS.
4. Train student employees in all aspects of the daily operations of the President's Office and keep the Student Employee Handbook up to date.
5. Delegate work assignments to student employees and ensure they are completed in a timely manner.
6. Supervise student employees to ensure they are providing exceptional customer service, are performing their tasks well and are motivated to perform at a high level.
7. Complete the Monthly Incentive Report with each student, discuss performance and reward accordingly.
8. At the end of each long semester, complete the Student Worker Evaluation, discuss performance and reward accordingly.
9. Build collaborative atmosphere between student workers through monthly meetings.

D. Serve as administrative support for the President's Venture Council (PVC).

1. Become familiar with PVC members by name and by face. Establish rapport due to the high amount of interaction they have with the President and senior leaders.
2. Prepare invitation letters to the PVC, as directed by the President or COS, and track membership details.
3. Plan all details for the annual PVC retreat in conjunction with University Events and Advancement offices.
4. Attend the annual PVC retreat and assist with details as needed by the President and PVC members.

Other duties may be assigned. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Professional Development Requirements

1. College degree preferred but not required
2. At least five years substantive administrative assistant experience preferred
3. Ability to work well in a fast-paced environment
4. Highly organized
5. Attention to detail
6. Working knowledge of Microsoft Office suite - Word, Excel, PowerPoint
7. Working knowledge of Google Suite - Google drive, calendar, spaces, etc.

Qualifications ACU is affiliated with the fellowship of the Church of Christ. This position requires the employee to be a professing Christian and to be willing to support the Christian mission of ACU.
1. Positive attitude
2. Ability to keep information confidential
3. Flexibility
4. Dependability
5. High initiative
6. Ability to manage multiple tasks simultaneously
7. Ability to work well with a wide range of constituencies

Physical Demands 1. Work extended hours at certain times of the year
2. Handle stress well (high volume and high-speed demands)

Additional Information
ACU does not unlawfully discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.

Advertised: April 16, 2025 Central Daylight Time
Applications close:

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