Executive Secretary - Calculated Hire : Job Details

Executive Secretary

Position Overview:

The Executive Secretary at our public sector client will play a pivotal role that is

responsible for providing high-level administrative support to the Executive Director. This role involves managing complex amounts of information, coordinating meetings, handling sensitive communications, and ensuring smooth operations of the office. The executive secretary serves as a key liaison between internal/external stakeholders, requiring exceptional organizational skills, discretion, and a deep understanding of the postsecondary educational environment.

Administrative Support:

• Prepare, review, and edit documents, reports, presentations, and communications.
• Maintain confidential records and files, ensuring compliance.

Stakeholder Communication:

• Act as the primary contact for the executive director, managing communications with a wide range of stakeholders including licensed schools, applicant schools, industry partners, accrediting bodies, and governmental agencies.
• Draft, proofread, and disseminate communication on behalf the executive director, ensuring clarity and professionalism.
• Handling incoming and outgoing communication, including responding on behalf of the executive director when necessary.

Meeting Coordination:

• Coordinate commission meetings, including agenda preparation, material distribution, and minute-taking.
• Track action items for meetings and ensure timely follow-up and completions.
• Plan and manage workshops that align with institutions understanding of KRS 165A and 791 KAR, ensuring all aspects are handled efficiently.

Project and Program Management:

• Assist in the coordination and management of strategic projects and initiatives related to proprietary schools and programs.
• Monitor project timelines, budgets, and deliverables.
• Provide research support, data analysis and reporting for initiatives.

Office Management:

• Oversee the operations of the office, including managing supplies, technology needs, and budget tracking, with a focus on efficiency and cost-effectiveness.
• Supervise and mentor other administrative staff, fostering a collaborative and productive work environment.
• Implement and maintain office procedures and best practices to enhance productivity and streamline operations.

Qualifications:

• Bachelor's degree in business administration, education, or a related field.
• Minimum of 5 years in an executive assistant or similar role within a post-secondary or educational environment. Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in office software, including Microsoft 365, calendar, and meeting tools.
• High level of discretion and professionalism in handling confidential information.
• Ability to work independently and collaboratively within a team.
• Familiarity with the structure and operations of postsecondary institutions is highly desirable.

Preferred Attributes:

• Experience with project management and workshop coordination.
• Knowledge of post-secondary education policies, procedures, and regulatory environments including electronic data management systems.
• Strong problem-solving skills and the ability to adapt to a fast-paced and dynamic environment.