Executive Assistant

Job Summary

The Executive Assistant position is responsible for providing complex clerical, administrative, and project supporting an assigned leader. This position may serve as the primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. This position is expected to have a high level of department-specific knowledge.

Primary Duties and Responsibilities

Essential Performance Requirements*

• Performs complex administrative and technical functions for the unit
• Leads and organizes unit activities and events
• Makes technical decisions by applying policies, regulations, and protocol
• Manages external stakeholders
• Performs high-level, unit-specific tasks
• Facilitates work of Administrative Support Staff
• Involved with Budget and Grant Management
• Prepares and creates memos, emails, invoices, etc.
• Leads student support initiatives

Service Excellence

• Participates on behalf of the College in external community organizations and associations
• Attends the workplace regularly, reports to work punctually, and follows a work schedule to keep up with the demands of the worksite
• Supports the mission, values, goals, and principles of the College

Supervision
Works under minimal supervision of assigned department leadership

*Performs other related tasks as required


The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Required Minimum Qualifications

• Associate's degree or 60 college hours and four (4) years' working experience related to the Essential Performance Requirements; or any equivalent combination of education, training, certification, or work-related experience

Preferred Qualifications

• Bachelor's degree
• At least five (5) years' working experience providing executive and/or leadership administrative support in a higher education, corporate, or nonprofit setting
• At least one (1) year's working experience in project management and event coordination, with a focus on scheduling, task assignment, progress tracking, and logistics

Knowledge, Skills and Abilities

• Skilled in excellent customer service, communication, and interpersonal relationships with various populations, including strong listening, verbal, and written communication
• Skilled in project management and event coordination with administrative excellence, with a focus on scheduling, task assignment, progress tracking, and logistics.
• Ability to work effectively in a collaborative environment and maintain a high level of diplomacy and tact, ensuring confidentiality and discretion
• Ability to think critically to effectively solve and communicate problems in a fast-paced environment where the demands for work are varied, and unpredictable in scope and volume
• Ability to use Adobe Acrobat, social media platforms, graphic design software, and enterprise systems, including proficiency with word processing, spreadsheet, and presentation software
• Ability to perform and prioritize multiple tasks seamlessly and accurately while effectively managing time, supporting resources, and stakeholders

Physical Demands and Work Environment

Physical Demands

The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representatives of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee occasionally works near moving mechanical parts and is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually quiet.