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Executive Assistant to the President's Council

Company: Brigham Young University Hawaii
Location: Laie
Posted on: January 15, 2022

Job Description:

Job location: BYUHawaii Employment Type: Full-time Posted data: 2021-12-30 Req: R0016734 If you currently have a job on campus, please use the .ESSENTIAL DUTIES AND RESPONSIBILITIESMember of Presidents Council Support Team (40%) This person will act as the lead in ensuring that the administrative support needs for each assigned Presidents Council are met. As such, this person will maintain an up-to-date understanding of the administrative needs of each assigned PC member to both effectively fill these needs independently and accurately represent needs to the Presidents Council Support Team.Responsibilities also include -

  • Assist assigned Presidents Council members with managing annual department budget. Reconcile transactions monthly and carefully monitor budgets for potential overages. Also assists department managers to reconcile their area budgets each month.
    • Greet and screen visitors and incoming calls. Assess and manages difficult situations and routes inquiries and/or concerns to the appropriate individuals.
    • Assist assigned Presidents Council members with their duties (e.g., organizing and executing department and other campus committee meetings; maintaining network of resources to assist with day-to-day office duties).
    • Provide support to assigned Presidents Council Members for Workday, PeopleSoft, the Microsoft Suite (including Microsoft Teams and Outlook calendaring), and other software solutions. Maintain proficiency in all office business programs and assist department personnel as needed.
      • Manages inventory of office/miscellaneous supplies of assigned Presidents Council Members. Process transfer of funds between departments and ensures items are reordered as needed.
      • Other responsibilities as given by assigned Presidents Council MembersMember of Special Event Coordinating Team (30%) Under the direction of the Chief of Staff, this person will lead and/or assist in the management of assigned special events. Responsibilities may include
        • Plans, implements, and assesses events and the programming of special events as part of the Special Event Coordinating team.
        • Manages student teams in development, implementation, and assessment of special events with emphasis on student professional development and growth.
        • Manages purchasing and maintaining of equipment and supplies needed for events.
        • Establishes vision and purpose of each event in collaboration with Chief of Staff and associated planning committees
        • Strategically plans for risks and liability issues related to eventsMember of Guest Relations and Hosting Team (20%) As an extension of the university presidents office, this person will assist the Chief of Staff in managing the guest experience for high-ranking, influential visitors to BYUHawaiis campus, including international royalty and other dignitaries, Church leaders, and government officials from around the world. Thus, this person will assist the Chief of Staff with the following responsibilities -
          • Manage hosting requests for VIP guests to campus. Arrange for airline travel, ground transportation, lodging and create complex itineraries to detail all aspects of each visit.
          • Organize all campus transport details for entourage, including serving as a personal escort, when needed. Coordinate security, including pre-visit walk-through and sweeps, as necessary.
          • Coordinate the involvement of appropriate university personnel who will enrich the guest experience and facilitate university and Church objectives.
          • Works with Special Events Coordinating Team to ensure protocol is followed for seating assignments, as well as dietary preference of special guests (e.g., ethnic, and personal culinary preferences, religious restrictions, etc.).
          • Provide all BYUHawaii guests with a positive experience before, during, and after their campus visit.
            • Provide professional and engaging guest management services based on the appropriate protocol and university objectives.
            • Consult with and assist colleges and departments with event and hosting needs to ensure event success and university reputation.
            • Brief Chief of Staff and PC as needed on visiting groups and guests.
            • Creates and delivers welcome baskets for university guests when appropriate. These responsibilities may be in conjunction with or independent of special events. Other assignments (10%)
              • Hiring and training of department students. Organize and participate in applicant interviews. Complete hiring process with university and train new student employees to support efforts as needed.
              • Serve on university committees as assigned.
              • Emphasizes student personal growth and development; trains students in customer service, event planning practices, financial process, university and department policies and procedures or other applicable training; establishes culture that help in all around development of the students.* More information may be requested as you progress through the recruiting process.

Keywords: Brigham Young University Hawaii, Honolulu , Executive Assistant to the President's Council, Executive , Laie, Hawaii

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