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Executive Assistant to the President

Status: Full-time, exempt

Reports to: The President

Mission of Position: The Executive Assistant to the President supports the President and persons and programs related to the President’s office, such as the InterReligious Understanding Program Director and the Vice President of Finance and Administration, by relieving them of administrative tasks and by representing the President’s Office with each of the seminaries constituencies including, but not limited to staff, faculty, students, board members, donors, congregations, religious leaders, vendors and other publics. The Executive Assistant expresses the President’s tone within the seminary and its external constituencies. Outstanding abilities to relate to diverse constituencies with understanding, tact, a positive attitude, and integrity are essential.

Areas of Responsibility:

The Executive Assistant supports the President’s management of the seminary’s comprehensive and strategic planning, involving appropriate stakeholders in the following areas:

Administrative support, including but not limited to:

  • Maintain schedule and coordinate travel arrangements for President and other officers as needed, requiring interaction with internal and external constituencies
  • Compose, edit, assemble and distribute a variety of documents/materials both paper and electronic correspondence including weekly e-newsletters to the community, memorandums, reports, reconciliations, and requisitions
  • Record and prepares minutes for a variety of meetings
  • Project management as needed

Liaison to the Board of Trustees

  • Meeting arrangements including preparation and distribution of materials
  • Coordinate internal/external hospitality arrangements for three yearly board meetings
  • Record and transcribe meeting minutes
  • Maintain Board web pages and web-based resources
  • Maintain Board Handbook

Special events planner/coordinator for January conference and other events as needed

  • Review marketing materials, paper and electronic when warranted
  • Coordinate hospitality (internal/external)
  • Manage contracts and logistics for special guests
  • Arrange technology support as needed

Website content administration

  • With the dean’s assistant, maintain official seminary calendar
  • With the dean’s assistant, maintain online personnel directory
  • Update job postings, as requested

InterReligious Understanding Program administrative support

  • Coordination of correspondence and advertising each semester’s sessions
  • Manage hospitality for each session (food and beverage purchase, set up, tear down)

Upon request of the president or vice president of administration, publish updates of the seminary’s employee policies.

Coordinate, prepare. and submit reports for accrediting agencies

Assist other administrative support staff and directors as needed

Skills and Dispositions

  • Desire to support the mission of a theologically and socially progressive Protestant graduate seminary
  • Desire to grow and participate in an interculturally competent work setting
  • Capacity to represent the president’s office
  • Strong communication skills, effective listening, reading and writing
  • Strong editing skills, excellent grammar, punctuation, spelling, proofing
  • Able to hold confidences completely
  • Advance assignments and projects with a minimum of supervision
  • Exceptionally organized, with ability to prioritize work assignments and projects
  • Eager and able to learn
  • Highly adaptable; ability to multi-task, shift priorities quickly
  • Desire to assist others
  • Ability to be a leader among administrative staff and to resolve issues
  • Expertise in Microsoft Office Suite (desktop and 365) required, especially Outlook, Word and Excel (for calculations, graphics, and mail merges); advanced knowledge of PowerPoint. Intermediate knowledge Adobe and online content management software would be beneficial

Qualifications

  • At least 5 years’ experience in executive level support
  • Bachelor’s degree in related field such as English, Communications, Marketing
  • Experience in higher education preferred

 

Application Instruction

Please email a cover letter expressing interest in the position, being as specific as you can, and detailing relevant professional experience, education, and training, along with a resume, including the names and contact information of at least three professional references to gwen.derrick@ptstulsa.edu.

 




Phillips Theological Seminary offers Christian graduate theological education
in service of intelligent, just, and compassionate religious and civic communities. We welcome
students to a safe space for truth-seeking conversations about the Bible, Jesus, and faithful living.
Courses available on campus and online for certificate, diploma, MDiv, MAMC, MASJ, & MTS
programs, and on campus for the DMin program.

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901 N. Mingo Road
Tulsa, OK 74116

p 918-610-8303
f 918-610-8404

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