Senior Executive Assistant to the President

Job Description

Discover Your Future with Embry-Riddle Aeronautical University

Embry-Riddle is the world's largest aviation and aerospace university with vibrant campuses in Daytona Beach, FL, and Prescott, AZ, plus a Worldwide network across approximately 120 locations. For over 95 years, we've been pioneering education in STEM fields, serving over 11,600 residential students and 19,200 globally in the 2023-24 academic year with cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space.  

The Opportunity:

The Office of the President seeks a Senior Executive Assistant to the President who will play a pivotal role in ensuring the efficient operation of the President's office. This multifaceted position requires administrative, strategic, and operational expertise, serving as a key liaison between the President, senior leadership, the Board of Trustees, faculty, students, and external stakeholders. The role demands strong organizational, communication, and leadership skills and a deep understanding of the University's goals and operations.

Key Responsibilities:

Administrative Support:

• Manage the President's calendar, including scheduling appointments, meetings, and events.
• Maintain a professional and welcoming environment in the President's Office, screening visitors and calls and directing inquiries as appropriate.
• Provide responsive, high-quality service to students, faculty, staff, and visitors, ensuring timely and accurate responses.
• Prepare and organize documents, presentations, and reports for meetings, ensuring accuracy and timeliness.
• Coordinate travel arrangements and itineraries for the President and other executives as needed.
• Manage financial tasks such as purchase order requests, P-Card transactions, travel reimbursements, invoices, and budget tracking within the Office of the President.

Communication and Coordination:

• Serve as a liaison between the President and key university stakeholders, including senior staff, faculty, board members, students, and external parties.
• Collaborate with the communications team to draft, proofread, and distribute messages from the President, including letters, emails, and public statements.
• Coordinate logistics for meetings, conferences, and events involving the President.
• Assist the President during crises by managing logistical, communication, and administrative tasks to protect the University's interests.
• Respond promptly to emerging issues, supporting the President in addressing real-time concerns.

Project Management:

• Support special projects initiated by the President, including research, analysis, and planning.
• Assist in organizing major events such as Board of Trustees meetings, alum functions, and public events.
• Track action items from meetings and ensure timely follow-up and completion.

Strategic Support:

• Contribute to aligning strategic initiatives with the President's vision, facilitating smooth communication and activity flow.
• Work closely with the Director of Board Operations to Support the governance functions of the Director of the Board of Trustee Operations of the Board of Trustees by preparing materials for board meetings and board communications and tracking board-driven initiatives.
• Minimal travel may be required to support the President at the ERAU Prescott, AZ, Board of Trustee functions, and Advisory Board meetings.

Confidentiality and Discretion:

• Handle sensitive information with discretion and professionalism.
• Maintain confidential and organized records, files, and databases.
• Represent the President's office professionally, ensuring a service-oriented and welcoming environment.

Team Collaboration:

• Collaborate with senior executives and departments to advance the President's objectives and the University's goals.
• Serve as a primary point of contact for internal and external stakeholders seeking the President's attention.
• Supervise staff within the Office of the President, including the Director of Board Operations, and provide mentorship, guidance, and performance reviews to ensure effective team performance.

Embry-Riddle Aeronautical University recognizes the value of diversity. It is dedicated to fostering a positive climate in which all students, faculty, and staff are encouraged in their professional, social, and intellectual pursuits. Embry-Riddle is committed to providing equal employment opportunity and affirmative action for qualified individuals. The University does not tolerate discrimination based on race, creed, color, religion, national origin, gender, sexual orientation, age, gender identity, genetic information, disability, protected veteran status, or any other status protected by federal, state, or local law.  

Qualifications

• Bachelor's degree in Business Administration, Communication, or a related field (Master's degree preferred).
• 5-10 years of experience in an executive assistant role, preferably within higher education or an academic environment.
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficiency in office software (Microsoft Office Suite, Google Workspace) and relevant tools.
• Experience handling confidential information with discretion.
• Familiarity with academic or higher education administration is a plus.
• Strong interpersonal skills and the ability to engage with diverse stakeholders.
• Ability to work independently, anticipate needs, and solve problems proactively.
• High level of professionalism with a service-oriented and student-centered approach.