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Executive Assistant
Job Description
Executive Assistant
Full Job Description
General Description:
The Executive Assistant reports to the Vice President of Finance and Administration. The Executive Assistant provides high-level administrative and operational support to the Vice President.
Duties and Tasks:
The Executive Assistant reports to the Vice President of Finance and Administration. The Executive Assistant provides high-level administrative and operational support to the Vice President.
Duties and Tasks:
- Work directly with the Vice President to support all aspects of daily work routine.
- Maintain the Vice President’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Serve as a liaison between the Vice President and staff as well as other members of leadership staff. This includes receiving and screening the phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
- Provide coordination, monitoring, and communication of projects and programs managed by the Office of Strategy, Research and Workforce Innovation.
- Assist the Vice President in the development of presentations and white papers for internal and external audiences.
- Determine priority of matters of attention for the Vice President; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the Vice President advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Routinely perform a wide variety of support duties.
- Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
- Sort and triage mail; maintain e-mail and other address directories.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
- Other additional and/or alternative duties as assigned.
Minimum Qualifications
Required KSAs:
- Excellent written and verbal communication skills
- Time management skills
- Project management skills
- Ability to pay attention to detail
- Ability to exhibit sound judgment with the ability to prioritize and make decisions
- Organization skills
- Ability to multitask
- Ability to be a team player capable of cultivating productive working relationships across the College
- Basic understanding of frequently used computer software and programs, such as Microsoft Office
- Interpersonal skills
Minimum Qualifications:
- Bachelor’s degree or equivalent combination of education, training and experience.
- Some experience in Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
- Some experience in supporting a senior executive or team.
Preferred Qualifications
- Experience supporting senior administrator in higher education institution.
- Significant experience supporting a senior executive or team.
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