Job Title: Executive Assistant, Talent and Equity

Department: Talent And Equity

FLSA: Exempt

Direct Reports: none
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 extensive knowledge of general office procedures and practices, and evidence of independent judgment and decision-making authority.
 

Knowledge, Skills and Abilities:  The candidate must demonstrate high levels of the following:

Knowledge of the College’s organizational structure, goals, priorities, policies, and procedures;

• Ability to draft reports, business correspondence, and procedure manuals;
• Organizational and interpersonal skills with acute attention to detail;
• Verbal and written communication skills;
• Problem-solving and critical-thinking skills;
• Multi-tasking and meeting deadlines;
• Customer service skills;
• Microsoft Office and Office 365 products, including Excel, Outlook, PowerPoint, and Word;
• Knowledge of, respect for, and skills to engage with those of diverse cultural backgrounds, while championing equity;
• Understanding of the mission and vision of a community college; and
• Personal integrity, honesty, and the ability to maintain confidentiality.

Essential Functions:

The Executive Assistant, Talent and Equity position will support the Vice President, Chief Talent and Equity Officer (VP, CTEO), Human Resources, the Teaching Learning Center, the Office of Equity and Inclusion, and all division personnel.

Job Duties:

1. Acts as office manager for the Office of Talent and Equity to ensure the proper functioning of the office;

2. Maintains the Vice President’s appointment schedule and travel requests;

3. Orders all office supplies and completes all travel requests as needed via e-procurement;

4. Answers inquiries independently where there is established policy or precedent action and reviews and routes incoming correspondence and requests for information to the appropriate area of the College;

5. Receives compiles and maintains confidential and legal documents and records on behalf of the Office of the Vice President;

6. Processes all incoming mail, makes photocopies, faxes documents, and performs other clerical functions;

7. 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;

8. Safeguards the confidentiality of Title IX, Title VII, and other internal case adjudication by exercising discretion in communicating information and in handling administrative records, files, and similar confidential items; sets related meetings using discretion and confidentiality;

9. Promotes a positive image of the college by greeting and receiving visitors to the Talent and Equity 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;

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

11. Assists with the development and management of the budgets under the control of the division 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 division’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 VP, CTEO; and

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.; and
• Good eye/hand dexterity.

Required Working Hours : A minimum of a 40-hour work week as determined with the supervisor to allow the employee to fulfill the assigned duties and responsibilities, including occasional evening and weekend hours.