Description

Executive Assistant to the President

CLASSIFICATION: Full time, with benefits

EFFECTIVE DATE: July 1, 2022

SUPERVISOR: President

POSITION SUMMARY: Have primary responsibility for providing administrative and institutional support to the President to promote the overall success of Covenant’s mission.

PRIMARY RESPONSIBILITIES

• Serve as a gracious host and, when necessary, the gatekeeper for the President, providing warm hospitality for the President and guests, including having coffee, water, snacks, and lunches as requested
•  Manage the President’s calendar:
• Schedule appointments with faculty, staff, board, donors, PCA leaders, and personal, if requested
• Schedule meeting rooms on campus as required
• Remind President of upcoming events, and anticipate future appointments in coordination with Development, Admissions, Student Life, Academics, and PCA committees
• Assist with the President’s communication:
• As requested, compose and edit written correspondence
• Follow-up with needed updates/confirmations regarding verbal decisions and/or contract signatures
• Maintain a timely correspondence with the PCA General Assembly and associated groups (AC, COC, NC, C&P, CMC, agencies, committees, etc.) to ensure the Seminary meets its institutional goals.
• Maintain accurate records of institutional communications, both physical and electronic filing
• Keep track/records of all donor interactions involving the President, scheduling phone calls, completing mailings, and planning trips
• Manage the President’s travel schedule:
• In collaboration with appropriate individuals, coordinate all travel details, including flights, rental cars, accommodations, and meeting logistics
• Provide support documents as needed
• Manage the President’s office supplies and track the President’s expenditures:
• Order supplies for the President's Office (office materials, hospitality, copy room)
• Track expenditures for the President's Office, including monthly statements and check requests, bills, reimbursements, documenting all expenses
• Provide class support for courses the President teaches:
• As needed, schedule classrooms & communicate with staff and/or students
• As needed, follow-up with TA’s or those assisting the President
• Provide hospitality for Doctoral Cohorts led by the President, including class set up & and clean up (coffee, snacks, drinks, etc.)
• Meet weekly with the President for updates and coordination

ASSOCIATED RESPONSIBILITIES

• Under the direction of the President and in service to Covenant’s Board of Trustees
• Ensure that all Board documents (By-laws, Policy Governance Manual, Board Handbook) are up to date for each meeting
• Coordinate the logistics (hotel reservations, attendance, Q/A, etc.) and distribute materials (dockets, committee reports, Board documents, etc.) needed for each regularly scheduled board meetings in September, January, April
• Serve as the Recording Secretary of the Board of Trustees and shall be present at all stated meetings of the board and called meetings when requested by the President
• Under the direction of the President, serve as the dedicated staffer to assist with the Governance committee
• Serve as its secretary, distributing minutes, and assist coordinate its meetings
• Serve as hostess and coordinate logistics for trustee & advisor orientation
• Assist with and ensure all committee, board, and denominational processes related to the nomination of Seminary trustees and advisors occur in a timely manner
• Distribute, collect, and compile annual surveys related to Board evaluation
• Under the direction of the President, provide administrative and logistical support to Academics, Student Life, and guest speakers of the President for special Seminary celebrations, including Convocation, Baccalaureate, and Commencement
• Under the direction of the President, schedule and coordinate logistics for Seminary staff meetings and serve as secretary
• Provide administrative and logistical support to special annual functions hosted by the President, including the staff and faculty Christmas parties

OTHER

• Perform and/or manage other projects and tasks as assigned by the President.
• On behalf of the President, facilitate a warm, engaging style with all areas of the institution—both internally and externally

KEY FOR ABBREVIATIONS

·      PO = President's Office

·      PRS = President's literal office (for calendar invitations)

·      PRS Study= President's Study/ inner office/ inner conference room (for calendar invitations)

·      AC = Administrative Committee

·      C&P = Coordinators and Presidents group

·      NC = Nominating Committee

·      COC=Committee of Commissioners

·      CMC=Cooperative Ministries Committee

·      F204 = Founders 204 I the large conference room to the left of the EAP's desk

·      F342 = Founders Preaching Chapel, where the Board meetings generally meet

Requirements

How to Apply

Primary Contact: Meagan Buchholz

Email: meagan.buchholz@covenantseminary.edu

Phone: 3143924052