Administrative Assistant Senior Executive

Metropolitan Community College•Administrative Center, MO

About The Position

The Administrative Assistant provides advanced, comprehensive, and highly responsible administrative support to an assigned Executive Cabinet Member, exercising considerable latitude for independent judgment. The role includes coordinating special functions and projects, preparing sensitive communications and documents, monitoring budgets and financial transactions, arranging travel, supporting meetings, and providing customer service. Depending on the assignment, the position may guide or supervise staff, oversee college location functions in the absence of a location executive, support campus travel, and plan campus, district, or statewide events.

Requirements

Bachelor’s degree, or an equivalent combination of education and experience sufficient to perform the essential duties.
Three years of experience in high-level clerical or administrative support, or a related area.
Knowledge of modern office procedures, methods, and equipment; applicable federal, state, and college laws, policies, standards, and regulations; filing and recordkeeping practices; computers and related software; event planning and organization; customer service; English grammar and punctuation; and budget principles.
Skill in using computers, related software, and modern office equipment; providing customer service; proofreading and editing; preparing reports and forms; typing correspondence and memoranda; planning and organizing events; maintaining confidentiality; assembling and organizing data; monitoring budgets; and communicating and interacting with others.
Ability to exchange or convey information effectively with coworkers, supervisors, the public, and others.
Physical capability to perform tasks involving grasping, hearing, keyboarding, reaching, repetitive motion, standing, talking, visual acuity, and walking; work is sedentary, involving sitting most of the time and occasionally lifting, carrying, pushing, or pulling up to 10 pounds.

Responsibilities

Organize, plan, develop, coordinate, and arrange special functions, programs, and events for the assigned Executive Cabinet member; provide guidance or supervision to staff involved in projects and tasks as assigned; and, when applicable, oversee daily activities and college location functions in the absence of a location executive.
Prepare and review budget requests and recommendations; monitor spending, accounts, bills, and fund availability; provide status updates; and manage special projects under the Executive Cabinet member’s direction.
Compose confidential and sensitive correspondence, memoranda, speeches, and written communications; prepare, edit, proofread, review, print, process, maintain, and submit correspondence and other general and financial documents; ensure accuracy and compliance; and perform quantitative data analysis when necessary.
Serve as an ombudsperson for employees, students, vendors, and the general public.
Process, monitor, review, and reconcile invoices, accounts, check requests, purchase orders, reimbursements, deposits, receipts, and IT or other tickets and requests; contact personnel, departments, and agencies to collect payments or facilitate operations.
Support the Executive Cabinet member’s service on national committees and boards.
Prepare local, national, and international itineraries; book airfare, lodging, and transportation; and process travel authorizations and expense reports. For campus positions, support the DCO of campus with travel arrangements and related registration and paperwork.
Attend meetings with the Executive Cabinet member, take minutes, and distribute or upload minutes to the appropriate system.
Plan and implement campus, district, and/or statewide events with a high degree of autonomy, including preparing promotional materials, managing enrollment processes, coordinating with participants, vendors, media, and other parties, and performing related event, orientation, and program operations.
Volunteer for internal events.
Manage departmental office supply inventory and equipment.
Provide customer service by sharing program or department information, making referrals, greeting and directing visitors, and answering telephones; serve as a liaison with public and private organizations and attend meetings as assigned.
Perform other duties as assigned.