Jobs

Job Opportunity:  CHESS Executive Assistant
Salary Range:  DOE, but expected to be between $60,000 and $65,000 annually
Reports to:  CHESS CEO, with support also provided to the CHESS COO

Summary

Under supervision from the CHESS Chief Executive Officer (CEO), the CHESS Executive Assistant provides highly responsible organizational support to the CEO and to the Chief Operating Officer (COO) including the coordination, oversight, and performance of a wide variety of administrative and confidential support.

Duties and Responsibilities:

• Supports the CEO and COO by scheduling and managing logistics for meetings and events, including large group meetings that may be in-person, remote, or hybrid.
• Makes purchases and oversees procurement needs for the CEO and COO and CHESS Staff. Insures CHESS invoices receive the appropriate approvals and are routed to the CHESS fiscal agent for payment.  Prepares reports for the CEO and COO regarding the CHESS budget status and other accounting activities as needed.
• Coordinates with the CHESS fiscal agent and college personal for quarterly fiscal reporting.
• Composes and prepares written documentation, correspondence, and email communications including minutes of CHESS Board of Directors meetings and CHESS Steering Committee Meetings.
• Plans and oversees special projects, coordinates internal resources, and monitors progress to ensure projects are on time and within budget. Communicates with CHESS staff, member college employees, and others throughout the process.
• Working with the CEO, the COO, and the CHESS Project Management Office and the CHESS Change Management Officer, develops and organizes the CHESS electronic file storage system for CHESS.
• Assists with access control for various channels and groups established in MS Teams. Ensures that new team members are granted access in a timely manner.  Ensures that access is removed for individuals leaving teams.
• Coordinates, implements, and maintains office policies, processes, and procedures.
• Creates and maintains departmental databases. Generates reports for the CEO and the COO.  May assist in budget data entry.
• Serves as the liaison with the CHESS Governing Board. Ensures effective commuications between Board members, the CEO and the COO regarding Board matters of significance.
• Coordinates the scheduling of all Governing Board meetings, retreats, and other meetings as appropriate.
• Records, transcribes and finalizes all Board minutes and coordinates the minute approval process.
• Supports the CEO and COO by communicating newsworthy and critical CHESS information to the CHESS Board in a timely manner.
• Assists in gathering appropriate materials/information required for the preparation of Board and Steering Committee memos, agendas, and/or other information as needed.
• Performs other related duties as assigned.

Minimum Requirements:

• Bachelor’s degree in any relevant discipline.
• 4+ years in progressively responsible related experience.
• Proficiency in the use of the Microsoft suite of products including Outlook, Teams, Work, and Excel.

Preferred Qualifications:

• Experience in the higher education industry.
• Experience is using Workday.
• Skilled in:
  • Communications, both written and oral
  • Proof-reading
  • Planning and organization
  • Use of multiple video/online conferencing platforms
  • Organization and planning
  • Emotional intelligence, including the ability to effectively bring together diverse groups to achieve common goals.

Physical Demands/Work Environment

CHESS is a fully remote organization. The incumbent will work in an office at home or in another suitable location. The work is typically performed while sitting at a desk or table or while intermittently sitting, standing stooping, bending, crouching, or walking. The employee occasionally lifts light objects, uses tools or equipment requiring a high degree of dexterity, and distinguishes between shades of color.

To Apply:

Please submit a letter of interest, a resume, and any relevant supporting materials to CHESS CEO, Kathy Ulibarri at kathy.ulibarri@chess.edu.  For best consideration, please submit application materials by February 17, 2023.