BATES TECHNICAL COLLEGE Executive Assistant to the President provides a variety of highly confidential and complex administrative and clerical duties for the College President and the Board of Trustees. This position is expected to represent the President and the Board of Trustees in a friendly, positive manner; initiate problem solving, and maintain a high level of tact and diplomacy while discreetly handling confidential and sensitive matters.

Position will be open until filled. First review will be on Friday, May 19, 2023.

Essential Duties

• Serve as a liaison for the President to ensure the most effective coordination and communication between the Board of Trustees, administrators, faculty, staff, students and other agencies.
• Serve as first point of contact for the President’s Office, providing customer service and responding to inquiries.
• Exercise independent judgment in relieving the President of administrative details and perform a wide variety of administrative and clerical services, including, but not limited to managing the President’s calendar, scheduling meetings, drafting messages, preparing agendas and related materials, taking minutes and disseminating information.
• Assist the President in maintaining effective communication with the Board of Trustees and college employees. Independently compose, edit and proofread correspondence at the direction of the President. Review and ensure the accuracy and completeness of Board and President’s documents.
• Responsible for coordination of meetings, conferences and travel arrangements for the President and the Board of Trustees, including, but not limited to preparing itineraries and reimbursements. Ensure adherence to state and federal travel policies and procedures.
• Plan, coordinate and attend all Board of Trustees’ meetings and activities.
• Responsible for preparing budgets and management of financial operations of the President’s Office within the budget, goals and objectives of college guidelines and policies.
• Receive, screen and respond appropriately to telephone, walk-in and email inquiries. Review, prioritize and distribute incoming mail and correspondence.
• Responsible for direct communication with the public, the community and technical college system, and other agencies and organizations.
• Maintain and update the Board of Trustees’ Handbook.
• Respond to complaints and inquiries by providing high-level customer service and information regarding college rules policies, regulations or procedures as necessary.
• Coordinate with the President all department activities while maintaining sensitivity to confidentiality.
• Establish and maintain President’s confidential files.
• Support the President’s outreach efforts by prioritizing, managing and tracking community relationships. Follow-through on college relationships established with external organizations and represents the President when necessary.
• Prepare for and attend various meetings, as directed. Provide meeting confirmations, parking passes, maps, directions for individuals meeting with President on campus. Prepare and compile all pertinent information, agendas, notification of attendees and transcribe meeting minutes. Secure and coordinate appropriate room setup and IT needs.
• Analyze equipment needs and recommend purchases to the President.
• Plan and coordinate President’s receptions, Cabinet and Board retreats, banquets, special events and college initiatives as well as activities.
  

• In collaboration with supervisors, provides guidance and mentorship to employees in executive assistant and administrative assistant positions to support their professional development, and for procedural consistency.
• Research and create various reports as requested by the President.
• Accountable for keeping professional development up-to-date; adding to skills and knowledge through courses that may be available through Bates Technical College courses, professional development committees, etc.
• Participate actively and collaboratively on committees for college as needed, including, but not limited to employee recruitment, college councils, commencement, etc.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Additional activities, duties and responsibilities may change at any time with or without notice to meet college needs.
  

• This position has no supervisory responsibilities.
  

• Efficient use of computer and Microsoft Office Suite to include word processing, spreadsheets, email and internet
• Ability to apply critical thinking and problem solving skills.
• Exercise good judgment for the prompt completion of responsibilities in a fast-paced, frequently changing environment; ability to organize, set priorities, coordinate activities, meet deadlines
• Ability to exercise appropriate discretion.
• Interpersonal skills (e.g. effective team member/leader, calm demeanor under pressure, effective use of de-escalation techniques, works well with diverse group of people)
• Excellent communication skills; ability to effectively communicate verbally and in writing with diverse internal and external audiences through college approved communication; must be able to communicate effectively with people at all levels under stressful conditions.
• Demonstrated ability to provide professional, high-quality, courteous and responsive customer service with internal and external audiences of the College.
• Model professional decorum, discretion and mutual respect within and outside of the college.
• Maintain regular and reliable attendance on the job to best support business needs of the department and college.
• Consistently maintain confidentiality and sensitivity with internal and external audiences.
• Perform assigned duties in a manner consistent with applicable laws, regulations and goals of the institution, and community and technical college system; stay abreast of trends and regulations to ensure effectiveness and compliance.
• A demonstrable understanding of the mission, values, goals and objectives of Bates Technical College.
• Ability to communicate, understand instructions and recognize hazardous, unsafe or poisonous materials and/or products.
• Demonstrated understanding and ability to acknowledge and respect individual’s values and opinions to foster a harmonious working relationship with colleagues and/or students.
• Demonstrated ability to maintain a professional demeanor while recognizing and acting appropriately in order not to jeopardize the physical and mental stability and safety of colleagues and/or students.
  

• Once offer of employment is made, a background check including criminal record history will be conducted. Information from the background check will not preclude employment but will be contingent in determining the employee's suitability and competence to continue to perform in the position.
• Per Washington State guidelines, Bates Technical College is a fully vaccinated campus and will require all staff and students to provide proof of COVID-19 vaccination status or request a medical or religious exemption.
• This position is required to work on campus.
• Valid Washington State Driver’s License and reliable vehicle for reimbursable travel.

Minimum Qualifications

• 
  Associate degree from an accredited college or university; AND
• At least 2 years of experience providing administrative support to leaders.
• Demonstrated advanced computer skills including the use of a variety of software programs, such as Windows, Microsoft Word, Excel, PowerPoint, Outlook, and Zoom.

• At least 2 years of experience supporting executive leaders.
• Bachelor’s Degree from an accredited college or university.
• Previous experience successfully creating and/or modifying processes.
• Ability to interact with internal senior staff and corporate-level administrators.
• Experience coordinating events with external C-level officers and organization representative.
• Previous experience interacting with community leaders or in a higher education environment.

BATES TECHNICAL COLLEGE reaffirms its policy of equal opportunity and does not discriminate on the basis of race, ethnicity, color, national origin, creed, religion, sex, sexual orientation, gender identity, age, marital status, disability, or status as a disabled veteran or Vietnam era veteran in its programs and activities in accordance with college policy, and applicable federal and state statutes and regulations. Bates publications are available in alternate formats upon request by contacting the Disability Support Services Office at 253.680.7010. Inquiries regarding Bates' non-discriminatory policies, including Title IX and ADA, should be directed to: For student matters, the Dean of Student Services at 253.680.7105, Downtown Campus A211. For employee matters, the Executive Director of Human Resources at 253.680.7180, Downtown Campus A326.