Executive Assistant (Executive Administrative Specialist to the President)

Job Title : Executive Assistant (Executive Administrative Specialist to the President)

Location : Valdosta State University

Regular / Temporary : Regular

Full / Part Time : Full-Time

Job ID : 289522

About Us

As a comprehensive institution of the University System of Georgia, Valdosta State University (VSU) is a welcoming, aware, and vibrant community founded on and dedicated to serving our communities' rich and diverse heritages. Through excellence in teaching, basic and applied research, and service, VSU provides rigorous programs and opportunities that enrich our students, our university, and our region. As such, the VSU mission consists of three interrelated parts that includes a student mission, university mission and regional mission. The university is equally dedicated to the core values of community, including a commitment to practice civility, integrity and citizenship. As members of this community and proud Blazers we strive to uphold these core values for the advancement of the University, as stated in the Blazer Creed and reflected in our commitment to the University System of Georgia's Core Values.

Blazer Creed

Valdosta State University is a learning environment based on trust and mutual respect in which open dialogue, vigorous debate, and the free exchange of ideas are welcome. The University is equally dedicated to the core values of community, including a commitment to practice civility, integrity, and citizenship. As members of this community, and proud Blazers, we will strive to uphold these core values for the advancement of the University.

Civility - A Blazer shows courtesy and compassion as well as respect for the dignity of every human being.

Integrity - Each Blazer is responsible for his or her own actions, and our community is stronger when we contemplate the context of our decisions and uphold the principles of trust and honesty.

Citizenship - Every Blazer has an interest in the well-being of the community, and, therefore, a duty to stay informed, to make positive contributions, and to offer support to those who need help.

As a Blazer, we pledge to uphold the core principles of Civility, Integrity, and Citizenship .

Job Summary

Independently manage and oversee the executive administrative support activities of a major multifaceted division administered by a University Administrator.

Responsibilities

Department Summary

The Executive Assistant to the President provides high-level administrative and operational support that ensures the President's priorities, time, and commitments are managed effectively. Reporting to the Chief Officer, the Executive Assistant plays a pivotal role in handling logistics, scheduling, communications, and day-to-day operations of the Office of the President with precision, professionalism, and discretion.

This role requires a personal commitment to the highest professional standards, maintaining complete confidentiality, exercising sound judgment, and deploying exceptional attention to detail in every task¿from managing complex schedules and correspondence to overseeing financial records and important events.

The Executive Assistant works in tandem with the Chief Officer to extend the President's capacity and effectiveness. While the Chief Officer's primary focus is on strategy and institutional priorities, the Executive Assistant ensures flawless execution of logistics, operations, and follow-through. Together, they form a high-functioning team that balances strategy with logistics, enabling the President to focus on advancing the university's mission and goals.

Typical Allocation of Duties :

Oversee and coordinate day to day activities - 20%

Oversee and coordinate the day-to-day activities of the office administrative support staff, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.

Serve as primary point of contact - 15%

Serve as the primary point of initial contact on any matter directed to the University Administrator.

Coordinate special programs - 15%

Coordinate special programs or initiatives for the University Administrator some of which may have University-wide impact.

Manage external and internal contacts - 15%

Manage University Administrator's external and internal contacts; receive, screen, evaluate, and determine the appropriate response to all written correspondence received by the office; independently formulate and disseminates written responses as appropriate.

Manage financial operations - 15%

Assist with the management of the financial operations of the University Administrator's office.

Coordinate dispositions and resolutions of issues - 10%

Coordinate the disposition and / or resolution of individual problems and disputes involving faculty, staff, students, and / or members of the general public, as they arise.

Participate on Committee - 10%

Participate in various committees and professional organizations.

Supervisor Expectations :

A successful candidate will possess previous experience in higher education, coordinating large scale events, and providing effective administrative support to someone in an executive-level leadership role.

• Facilitates efficient use of the President's time through development and coordination of a complex calendar of appointments, meetings, social engagements, and university and community functions with individuals and groups. Anticipates scheduling, event, and meeting needs, and ensures the President is prepared for meetings, events, and speaking engagements by providing briefing materials, detailed event information, and talking points as needed.
• Works collaboratively with President's Office staff to manage internal and external inquiries by providing accurate information, directing matters to the appropriate office or individual, and ensuring timely resolution.
• Monitors the President's Office email account and, in partnership with the Administrative Coordinator, ensures timely and appropriate responses. Coordinates and maintains regular communication, including scheduling in-person and virtual meetings, with leaders from the University System of Georgia and other key external partners.
• Provides administrative support for the Executive Suite ¿ including the President's Office, Academic Affairs, Legal Affairs, External Affairs, and Internal Audits - by providing back-up staffing support for the front reception desk as needed.
• Safeguards the confidentiality of the President's Office and the university by exercising the highest level of discretion in communication and in the handling of sensitive administrative records, files, and similar confidential items.
• Proofreads President's Office communication (emails, speeches, scripts, correspondence, and other written communication) for accuracy, completeness, and appropriate messaging prior to distribution.
• Partners with Special Events staff to plan and execute President's Office events of all sizes, coordinating logistics, communications, and guest engagement to ensure seamless experiences. Leads the coordination of key university events, including the annual Fall Faculty & Staff Convocation and all Commencement ceremonies. Serves on the Commencement Committee and co-chairs the Executive Events Team, ensuring alignment, excellence, and attention to detail in high-profile institutional gatherings.
• Together with the Chief Officer, assists in the preparation and coordination of various aspects of VIP visits, including agendas, parking and transportation, meals, gifts, and more.
• Together with the President, plans the annual President's Cabinet Retreat and other university leadership planning activities and meetings.
• Tracks and closely monitors President's Office budgets by maintaining budget records, reconciling and verifying invoices and receipts for accuracy, making purchases, producing financial reports and summaries, completing budget amendments, and more. Demonstrates advanced proficiency in Excel and financial tracking to ensure accuracy, transparency, and fiscal responsibility.
• Plans and prioritizes simultaneous projects with strict deadlines and manages multiple tasks and shifting priorities while coordinating a high volume of work.
• Works independently with limited supervision by gathering and organizing required information, maintaining records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgement to make decisions, and assuring effective communication with stakeholders.
• Provides administrative support for various internal and external meetings by scheduling, drafting agendas, taking notes and minutes, and communicating with participants. Accompanies the President as needed to campus or local events to provide on-site support.
• Manages special projects assigned by the Chief Officer and works closely with the Chief Officer to ensure overall effective operations of the Office of the President.
• Remains competent and current through regular, self-directed professional development.
• Contributes to the overall success of the university by performing other essential duties and responsibilities as assigned.
• Some evening and weekend work is required.

Required Qualifications

Required Experience

Bachelor's degree and over five (5) years of related work experience

Proposed Salary

Commensurate with experience.

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https : / / www.usg.edu / policymanual / section8 / C224 / #p8.2.18_personnel_conduct .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https : / / www.usg.edu / policymanual / section6 / C2653 .

Conditions of Employment

Applicants are required to provide :

Please note that during the search process, VSU reserves the right to :

Employment is contingent upon :

Employment may also be contingent upon the job-based requirements if applicable for your position :

After initial hiring, employees will be required to successfully complete all of the following training :

USG Ethics Policy

Job-specific training such as : FMLA and Worker's Compensation, Budget Manager training, Purchasing Training (ePro & PCard), and Defensive Driving

Equal Employment Opportunity

Valdosta State University is an equal opportunity educational institution. It is not the intent of the institution to discriminate against any applicant for admission or any student or employee of the institution based on the age, sex, race, religion, color, national origin, disability, or sexual orientation of the individual.

Background Check

Accommodations

If you are a qualified individual with a disability, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings, apply for a job on this site, or participate in the search process as a result of your disability. You can request reasonable accommodations by contacting Catherine Wills, in the Office of Human Resources at croark@valdosta.edu .