Executive Assistant to the President, Executive 2

Minnesota State · MSSE Winona Campus · $26.58–$37.78/hr (stated in the posting)

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Job Description

Under limited supervision, this position will provide executive support to the President and senior leadership team including scheduling/calendar management, project management and tracking, presentation preparation, and stakeholder communications and coordination. This position works closely with the President on a wide variety of public affairs, administrative and executive matters, high priority projects and initiatives, and will organize, coordinate and translate initiatives and plans into action. The incumbent assists the President in balancing internal responsibilities with the external demands for the President’s participation including public relations. This position is eligible for a hybrid work environment, with a combination of remote and in-office work settings. This may be based out of the Winona campus or Red Wing campus.

Manage the President’s Office. Collaborate and communicate with Southeast administrators, faculty, and staff and coordinate public relations. Coordinate research, presentations,  reports, speeches, briefings and conference proposals for the President; develop and maintain confidential information. Exercise political acumen, tact, and diplomacy.

Provide confidential executive support for the Office of the President in all areas of labor relations information analysis, data evaluation, discussions, and decision making. Assist the President in the development and implementation of college planning, operations, and strategic initiatives. Support college-wide initiatives through needs assessment; research and data analysis; develop strategies to promote innovation, change management, continuous improvement and student success. Conduct research to ensure messaging accuracy for drafting, reviewing and editing documents for the President. Stay current on governmental and community relations. Work to build and strengthen internal and external relationships and community outreach opportunities on behalf of the President and the Office of the President.

• Act as a liaison between the President and administration, faculty, staff and students, Minnesota State personnel, legislators, and the general public, maintaining strict confidentiality. Manage inquiries into the President’s Office, resolve situations using independent judgment and resources, keep the President informed of any high priority situations. Proactively identify and communicate emerging issues, challenges, or opportunities that warrant the President’s attention. Assist President with oversight of personnel-related matters and communications to include but not limited to employee performance and disciplinary matters.
• Inform, advise, and counsel the President on matters related to Presidential duties and activities. Ensure timely and accurate completion of college initiatives and annual work plan goals. Prepare reports and formson behalf of the President (i.e., Higher Learning Commission).
• Serve as a Cabinet member. Actively participate in Cabinet meetings where salary, budgets, employee performance, and labor relations matters are discussed, including but not limited to strike contingency planning. Review compliance with confidentiality standards and alignment with bargaining agreements. Participate in Cabinet decision making. Prepare and post Cabinet meeting agendas, official meeting minutes, and related documents on campus shared drive. Follow up on action items.
• Participate in all bargaining unit Meet & Confer and Faculty Shared Governance meetings. Prepare and post meeting agendas, official meeting minutes, and related documents on campus shared drive and follow up on action items.
• Serve as a resource to the management team for labor relations information used in collective bargaining, as defined in M.S. 13.37.
• Maintain confidential files, which could contain collective bargaining proposals and counter proposals, strategies, costing information, strike contingency planning, and other labor relations information as defined by M.S. 13.37.

Develop and maintain Presidential calendar by scheduling meetings, coordinating logistics, ensuring all meeting/events needs are met, and communicating with the President and internal/external stakeholders. Optimize the President's schedule and maximize efficiency. Maintain liaison relationships with the system office, faculty, staff, students, strategic partners, and the community.

• Provide administrative support for internal and external meetings and task forces led by the President. Coordinate schedules, prepare agendas and information packets, participate in meetings, and prepare and distribute minutes.
  
• Anticipate, track and remind the President of special or critical dates, events, communications pending or actions required and assist with follow-through. Handle all registrations and travel logistics for the President.

Oversee Policy administration, Delegation of Authority, Master Calendar, Academic Calendar, and Committee administration. Provide college performance metrics information, and specialized reports as required for system initiatives. Maintain reports on all initiatives, including project status and completion.

• Serve as the Policy Administrator to oversee annual policy review process. Communicate and manage the policy review process and timelines. Maintain Policies site including policy review dates and responsible custodian/division.

• Serve as the Delegation of Authority Administrator. Manage annual renewal process in collaboration with the Vice President of Finance and Administration.

• Serve as the Committee Administrator. Oversee annual committee review process; update and maintain reports on standing college committees and workgroups. Communicate to committee chairs the process of recording and posting meeting agenda, minutes, committee’s charge and membership roster on Committee site.

Monitor, prepare annual budget forecast, and make budget recommendations for the Office of the President. President. Create purchase orders and contracts, and coordinate invoice payments. Reconcile budgets monthly and advise President on budget status. Reconcile monthly purchasing card statement and expense reports.

Perform other duties as assigned to ensure the President's Office effectively and efficiently collaborates with internal and external stakeholders.

Salary Range: $26.58-$36.86/hourly

Minimum Qualifications

• At least three (3) years executive administrative experience and Associate’s degree in Office Administration, Communications, Business, Education or a similar field or equivalent combination of education and experience.
• One (1) year of experience researching, and analyzing data, and integrating data into data- visualization tools (e.g. Excel, Smart Sheets, etc.).
• Experience authoring speeches, presentations, briefings, or reports.
• Skilled in use of Microsoft Office (Word, Excel, Outlook, DocuSign and Power Point).
• Previous experience with executive-level calendar management
• Knowledge of budget principles sufficient to manage budgets and forecast expenses
• Demonstrated ability to problem-solve and resolve complex issues
• Highly detailed, accurate, excellent organizational skills and the ability to manage competing priorities
• Effective interpersonal skills and the ability to build collaborative working relationships in a diverse environment
• Ability to travel and work in multiple locations as required by the position
• Preferred

Preferred Qualification 

• A Bachelor’s degree in Communication, Business, Education or a field related to the assignment
• Two (2) or more years of project management experience utilizing organizational planning, data metrics, relationship building, and communication skillsets.
• Previous work experience in higher education
• At least two (2) years of experience in executive level customer service
• Demonstrated ability to work successfully with individuals of diverse backgrounds and perspectives
  
  

Work Shift

Monday-Friday 8:00am-4:30pm

About

Minnesota State College Southeast is an open-access, public, not-for-profit comprehensive technical and community college. This means that wherever you are in your educational journey, you are welcome here. 

Our campuses are located in the historic river towns of Red Wing and Winona, set sixty miles apart along the Mississippi. The two campuses have distinctive characteristics but are one college in structure, policies, procedures, and mission. Both campuses offer small class sizes, state-of-the-art facilities, and an environment that is friendly and supportive. 

Salary is commensurate with experience and qualifications and is subject to the terms and conditions of the applicable bargaining unit agreement or personnel plan.

Benefits Information:

At Minnesota State, we take your well-being and work-life balance seriously. We offer a comprehensive benefits package that features low-cost medical and dental insurance with affordable deductibles, employer-paid life insurance, short- and long-term disability, and pre-tax healthcare and dependent care accounts with a roll-over option. To further support your holistic health, employees also have access to a confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling. Detailed plan details, rates, and coverage choices can be reviewed directly via the State Employee Group Insurance Program (SEGIP) website.

To support your life outside of work, our package includes 12 paid holidays, generous vacation and sick time, and six weeks of Paid Parental Leave. We also help you secure your financial future with a robust Pension Plan, 457(b) and 403(b) retirement accounts, and various investment options. Furthermore, we invest in your growth by providing dedicated professional development and tuition waivers for both you and your dependents. Please note that specific benefit eligibility and coverage levels may vary depending on the type of position, employee classification, and collective bargaining agreements.

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