Administrative Assistant 2- Executive Management

CHESS

About The Position

The Administrative Assistant 2 provides administrative and clerical support to the Office of the President and assists the Executive Administrative Assistant in coordinating daily office operations, Board of Trustees activities, and public records requests. The position supports scheduling, communications, document preparation, recordkeeping, and other functions that help ensure efficient and professional operations of the President’s Office. The position works under the day-to-day direction of the Executive Administrative Assistant. The role also provides support for Board meeting preparation and records, public records requests, official files, travel arrangements, purchasing and financial processes, meetings, and special events. It maintains calendars, tracking systems, and administrative records, and provides backup to the Executive Administrative Assistant as assigned.

Requirements

Associate degree from an accredited institution, or an equivalent combination of education and relevant work experience.
At least one year of administrative or office experience.
Knowledge of office administration principles and practices.
Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, and ability to learn cloud-based systems such as Workday.
Strong oral and written communication skills.
Excellent customer service and interpersonal skills.
Ability to maintain confidentiality and exercise discretion when handling sensitive personnel, administrative, and institutional information.
Knowledge of records management practices and ability to maintain accurate, organized electronic and paper files.
Ability to prioritize competing assignments, meet deadlines, and work effectively with frequent interruptions.
Ability to work collaboratively with College leadership, employees, Board members, and members of the public.
Strong organizational skills and attention to detail.

Responsibilities

Provide administrative and clerical support to the Office of the President, including scheduling, calendars, travel arrangements, correspondence, telephone calls, and daily office activities.
Greet and assist visitors, respond to routine inquiries, and direct requests and communications to appropriate College personnel.
Prepare, format, proofread, and distribute correspondence, meeting materials, reports, presentations, and other documents.
Assist with preparation and coordination of Board of Trustees meetings, including meeting materials, Board packets, notices, agendas, and related documentation.
Maintain and organize Board of Trustees records, including minutes, resolutions, official correspondence, and other records.
Support Inspection of Public Records Act requests by tracking requests, helping gather responsive documents, maintaining records, and coordinating with College departments under the designated records custodian’s direction.
Maintain organized electronic and hard-copy administrative and confidential files, including contracts, agreements, memoranda of understanding, and other official documents.
Assist with travel arrangements and reimbursement documentation for the President and Board of Trustees.
Support routine purchasing and financial processes, including preparing requisitions, processing invoices, maintaining office supplies, and tracking expenditures as assigned.
Assist in coordinating meetings, special events, and other activities involving the President’s Office, College leadership, and community partners.
Maintain tracking systems, calendars, and administrative records to support timely assignments, deadlines, and follow-up.
Provide administrative backup and support for the Executive Administrative Assistant during absences or periods of increased workload, as assigned.
Perform other related duties as assigned.