Assistant to the Traveling Secretary

Status: Executive / Non Except
Location: Headquarters / Washington, DC

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The DHS Ventures & Holdings Assistant to the Traveling Secretary will oversee all aspects of the President’s daily calendar and appointments, review and assess the urgency/priority of all requests for appointments, collaborating across the campus, meetings and special invitations by judging the use of the President’s time based upon strategic priorities and schedule appointments accordingly; resolve all scheduling conflicts; independently take initiative to acquire all required information and background materials necessary for the President to prepare for and meet the needs of those meetings; compile, draft, and prepare all materials required for the President’s appointments; Manage all travel arrangements for the President: coordinate all logistics for off campus and out of state travel; make reservations for all flights, rental cars, trains, hotels and meeting venues, which may include multiple destinations, flights, hotels occurring within the same timeframe; develop itineraries for all off campus Presidential travel; Draft, prepare, proofread and edit a variety of documents, presentations and written correspondence on behalf of the President.

 

This work may require merging and sorting, transcribing information dictated by the President, integrating text with graphics and using spreadsheets and database files. Handle appropriate distribution of all correspondence. Direct or conduct special projects at the direction of the President. Plan and coordinate a variety of on and/or off campus events. Plan and coordinate Trustee participation at Governing Board meetings. Work collaboratively with office staff to ensure the smooth operation of the President’s office. Supervise one office assistant.

 

Serve on the President’s Cabinet; prepare Cabinet agenda and minutes at the direction of the President. Act as a liaison to the President’s Office to both internal and external constituents. Manage details of the budget for the President’s Office and Special Projects. Supervise the Assistant position and student workers to assure quality and timeliness of work. Other duties as assigned. As Assistant Secretary to the Board Plan and coordinate all yearly Board meetings in consultation with the President and Board Chair.

 

Support the President, Board Chair, and Board Officers in the execution of their duties. Prepare all pre-/post- meeting materials, portal, mailings. Serve as the recorder for the full Board and all Trustee Committee meetings: Direct or conduct special projects for the President and Board of Trustees, as assigned. Advise the President and Board on matters pertaining to compliance with bylaws, Board policies and best practice in governance after conducting appropriate research.