Part- Time Administrative Assistant ( President’s Office)

Halifax Community College•Weldon, NC

About The Position

Under the supervision of the Executive Director of Governance and Strategic Initiatives, the Part-Time Administrative Assistant provides day-to-day administrative management and high-level support to the President’s Office. The position helps ensure the office operates smoothly, efficiently, and professionally, and participates in special projects and assignments requiring discretion and confidentiality. The role involves complex, responsible, and confidential administrative duties and requires independent work, sound judgment, initiative, effective management of competing priorities, and careful handling of sensitive institutional, personnel, and executive-level matters. The position also supports Board of Trustees governance activities, including meeting notifications, logistical coordination, meeting documentation, draft minutes, and maintenance of official governance records in accordance with applicable laws, College policies, and established procedures.

Requirements

Bachelor’s degree, preferably in business administration or a related discipline, from an appropriately accredited institution, and two years of progressively responsible administrative or office-management experience; or an associate’s degree in secretarial science, business administration, or a related discipline from an appropriately accredited institution and four years of progressively responsible administrative or office-management experience.
Knowledge of Microsoft suite and its applications.
Successful track record providing management in a complex, multifaceted organization.
Strategic and analytical perspective and broad knowledge of College operations.
Ability to exercise good judgment in a variety of situations.
Strong written and verbal communication, administrative, and organizational skills.
Ability to maintain a realistic balance among multiple institutional priorities.
Ability to work independently on projects from conception to completion.
Ability to work under pressure and handle confidential matters with discretion.
Creative approach and ability to work in a collegial, goal-focused environment.

Nice To Haves

Experience in higher education is preferred.

Responsibilities

Provide high-level administrative support and assist with institutional projects and initiatives, including confidential matters.
Exercise judgment and initiative when carrying out assignments in line with office priorities.
Coordinate and maintain the President’s calendar, appointments, meetings, events, and other commitments; identify conflicts and time-sensitive matters.
Coordinate the President’s interactions with college leaders, employees, trustees, and internal and external stakeholders.
Assist the President and Executive Director of Governance and Strategic Initiatives with special projects and executive-level assignments, including editing, document preparation, information gathering, and tracking requested materials.
Draft and prepare letters, memoranda, reports, presentations, and other correspondence for review, approval, or signature.
Receive, review, and route communications and documents directed to the President’s Office; identify priority matters and communicate or route them promptly.
Respond to routine administrative correspondence within assigned authority and refer other matters to the appropriate administrator or department.
Coordinate and submit monthly annual- and sick-leave reporting documentation for President’s Office staff to Human Resources; maintain records and follow up on missing or incomplete information.
Perform other duties and special assignments as assigned by the Executive Director or requested by the President and coordinated through the Executive Director.
Assist with Board of Trustees meeting notification requirements and related governance procedures under applicable North Carolina open meetings laws, College policies, and established procedures.
Prepare and distribute required meeting notices to designated media outlets and recipients under the Executive Director’s direction.
Coordinate logistics for Board, committee, and retreat meetings, including facilities, room setup, meeting technology, catering, parking, and materials.
Attend Board and designated committee meetings to record proceedings and prepare accurate draft minutes.
Prepare, format, and maintain meeting documentation for review under established governance procedures.
Maintain official Board meeting files, approved minutes, supporting documentation, and related governance records in accordance with College policies, records-retention requirements, and procedures.
Prepare draft minutes and related materials for review and subsequent Board consideration and approval.