Job Title:Executive Assistant

Department:Administration

FLSA:Exempt

Direct Reports:N/A

Minimum Qualifications:Associate’s Degree

Work Experience: Three (3) years serving as the assistant for a senior administrator, executive officer, or high level official; or, at least five years of increasingly responsible secretarial or administrative experience which must include an extensive knowledge of general office procedures and practices, and evidence of independent judgement and decision-making authority.

Preferred Qualifications: Bachelor’s Degree

Knowledge, Skills and Abilities

The candidate must demonstrate high levels of the following:
1. Organizational and interpersonal skills.
2. Verbal and written communication skills.
3. Acute attention to detail.
4. Problem-solving and critical-thinking skills.
5. Multi-tasking and meeting deadlines.
6. Customer service skills.
7. Reliable and dependable.
8. Microsoft Office 360 products, including Excel, Outlook, PowerPoint, and Word.
9. Personal integrity and the ability to maintain confidentiality.
10. Knowledge of, respect for, and skills to engage with those of diverse cultural backgrounds.
11. Understanding of the mission of a community college.

Essential Functions

The executive assistant is responsible for ensuring that the President’s time, activities, correspondence, and internal and external commitments are well managed and supported; promoting an overall positive college image. Administrative support for the Office of the President personnel is also required, including the Executive Vice President and the Chief of Staff.

Job Duties

1. Facilitates the efficient utilization of the President’s time through development and coordination of a complex calendar of appointments, meetings, social engagements, and college and community functions with individuals and groups.

2. Promotes a positive image of the college by greeting and receiving visitors to the President’s office, responding to inquiries from diverse college stakeholders (e.g., students, faculty, staff, legislators, alumni, the media, and public and private officials), providing authoritative information regarding college policies or decisions, and referring inquiries or problems to the appropriate office or person.

3. Safeguards the confidentiality of college administration by exercising discretion in communicating information and in handling administrative records, files, and similar confidential items.

4. Assists the President in oversight functions by reviewing, monitoring, and approving college personnel action forms and reviewing correspondence and documents prepared by other offices for the president’s signature.

5. Serves as the event coordinator for various functions of the Office of the President which includes scheduling events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.

6. Serves as a liaison between the Executive Vice President and the President’s Cabinet and Leadership Council; developing and distributing monthly agendas and managing the minutes for each body.

7. Supports the Chief of Staff by preparing Board of Trustee materials, including agenda development, minute-taking and drafts for review, and tracking documentation related to membership requirements.

8. Facilitates efficient and cost-effective official travel for the President and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers.

9. Provides information for reports through research, data retrieval from the appropriate resources (e.g., department or website), compiling and/or tabulating basic data, and organizing and presenting the information in useable and understandable formats.

10. Prepares Office of the President correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.

11. Assists with development and management of the budgets under control of the Office of the President by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, approving expenditures, and completing budget transfers.

12. Performs records management by overseeing the Office of the President’s archival-filing system and maintaining compliance as required by the Records Retention and Disposition policy. This includes using judgment and knowledge of local, state, and accreditation requirements, updating files and records accordingly, determining retention and purging schedules, and retrieving files and documents as needed.

13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

14. Remains competent and current through self-directed professional skill building, developing professional relationships with colleagues, attending professional development opportunities, and attending training and/or courses as requested by the Chief of Staff.

15. Contributes to the overall success of the college by performing other essential duties and responsibilities as assigned.

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.