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Executive Assistant

Job Description

Job Title

Executive Assistant

Department

Office of The President

FLSA

Exempt

Direct Reports

N/A

Minimum Qualifications

Associate’s Degree

Work Experience

  • Two years of executive-level support work experience in post-secondary education administrative office setting.
  • Work experience related to supporting executive-level leadership including governing bodies, extensive knowledge of general office procedures and practices, project management, and event coordination.

Knowledge, Skills and Abilities

1. Excellent interpersonal, organizational, strategic planning, and project management skills; highly effective oral and written communication skills; and adaptability to meet changing demands.
2. Ability to identify, analyze, and address a wide variety of issues in a dynamic environment.
3. Acute attention to detail, and excellent problem-solving and critical-thinking skills.
4. Ability to think creatively and put ideas into action.
5. Ability to support the development of presentations to internal and external stakeholders.
6. Ability to perform complex tasks, prioritize multiple projects, and meet deadlines.
7. Strong computer skills as evidenced by experience and competence with Microsoft Office products.
8. Personal integrity, honesty, and the ability to maintain confidentiality.
9. Proactivity and ability to perform position duties with minimum supervision.
10. Understanding of, and dedication to, the mission, goals, and objectives of a community college.

Essential Functions

The Executive Assistant is a staff position responsible for coordinating and advancing the work of the Office of the President and the President. The role is critical to ensuring institutional effectiveness, effective communication with internal and external partners, governance relations, and institutional compliance. The Executive Assistant position requires strong alignment with the College’s mission, values, and strategic goals, as well as sound judgment, and the ability to work with sensitive information and maintain high levels of confidentiality.


Job Duties

  1. Serve as secondary support in facilitating the efficient utilization of the President’s time through the development and coordination of a complex calendar of appointments, meetings, social engagements, and college and community functions with individuals and groups;
  2. Promote a positive image of the College by greeting and receiving visitors within the President’s suite, responding to inquiries from diverse college stakeholders, providing authoritative information regarding college policies or decisions, and referring inquiries or problems to the appropriate office or person;
  3. Provide administrative support to the College’s Board of Trustees including but not limited to maintaining meeting documentation (e.g., website, BoT shared drive folders, etc.), member compliance, supporting the development of meeting materials, planning and preparing for meetings, and events (e.g., reserving locations, room set up, and technical assistance for hybrid meetings), preparing the first draft of the executive committee and business meeting minutes, and supporting committee chairs as needed;
  4. Provide administrative assistance to Research, Evaluation, Assessment, and Planning staff in managing surveys, outcomes assessment, and planning databases;
  5. Support and coordinate projects and events on behalf of the Office of the President;
  6. Support college-related accreditation and compliance efforts;
  7. Provide oversight for the Records and Retention schedule and training for College employees in meeting compliance;
  8. Collaborate with colleagues in ensuring annual updates to College policies and procedures are conducted, approved through Leadership Council, and communicated to appropriate constituents;
  9. Build and maintain successful working relationships and coordination with a wide range of offices, employees, and stakeholders, internal and external to the College;
  10. Serve as communications support on select councils and committees in service to the College’s mission, values, and strategic goals;
  11. Help to lead, model, and sustain a culture of service, professionalism, and continuous improvement; and
  12. Perform duties and activities in support of the Office of the President.

Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. The physical and mental demands described as follows are representative of those that must be met by an employee in performing the essential functions of this job:
• Ability to sit and/or stand for long periods of time.
• Ability to lift, at times, 10 lbs.
• Good eye/hand dexterity.

Required Working Hours

A minimum of a 40-hour work week (8 am-5 pm) as determined with the supervisor to allow the employee to fulfill the assigned duties and responsibilities, including occasional evening and weekend hours. Summer schedules may vary to enable four-day or four-

Hiring Range

$47,131-$55,967

Job Type

Full Time Staff

Posting Number

AS614P

Open Date

04/24/2023

Close Date

05/31/2023

Open Until Filled

No

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