Executive Administrative Assistant for Academic Affairs

Columbia College • Columbia, SC

1d • Onsite

About The Position

The Executive Administrative Assistant ensures the smooth and orderly operation of Academic Affairs and the Office of the Provost by providing executive and administrative support to the Provost and Vice President of Academic Affairs. This role involves working closely with other leadership roles in Academic Administration, reporting directly to the Provost. The position consistently represents Academic Affairs and the Provost, providing complex and confidential support that requires discretion, accuracy, initiative, and independent judgment. The Executive Administrative Assistant collaborates with staff from other administrative offices and the President’s Office as necessary. This position requires a high degree of professionalism, confidentiality, and the ability to be proactive, accurate, and multi-task in a fast-paced environment.

Requirements

• Bachelor’s degree in business administration, human resource management, office automation or closely related field.
• Five (5) years of previous executive level administrative, human resources, and/or office assistant experience preferred.
• Proficient in Microsoft Office Suite, utilizing Outlook, Word, Excel, PowerPoint and Microsoft Teams preferred.
• Excellent verbal and written communication skills.
• Prioritizes attention to detail.
• Models professionalism, including understanding the importance or representing Academic Affairs.
• Ability to work independently.
• Ability to accurately follow instructions.
• Ability to learn quickly, apply learning, and focus on proactive strategy and action in support of the Provost and Academic Affairs.
• Excellent interpersonal skills.
• Excellent organizational and time management skills.
• Ability to maintain and manage sensitive and confidential records and files while using discretion.
• Demonstrated ability to act in a decisive, urgent, and committed way to achieve results.

Nice To Haves

• Five (5) years of previous executive level administrative, human resources, and/or office assistant experience preferred.
• Proficient in Microsoft Office Suite, utilizing Outlook, Word, Excel, PowerPoint and Microsoft Teams preferred.

Responsibilities

• Manages the Provost’s calendar, schedules, prepares for, and follows up on meetings.
• Coordinates travel arrangements.
• Prepares and edits correspondence, reports, presentations, and other documents.
• Handles incoming and outgoing communications, including phone calls, emails, and mail.
• Organizes and maintains files and records, ensuring confidentiality and security.
• Provides support to departmental staff within Academic Affairs.
• Plans, coordinates, and supports meetings, including preparing agendas, taking minutes, and following up on action items.
• Arranges logistics for internal and external meetings, conferences, and events.
• Acts as a point of contact between the Provost and college faculty, staff, students, Board of Trustees, and external stakeholders.
• Facilitates effective communication and collaboration across departments and with external partners.
• Handles inquiries and requests, directing them to the appropriate parties and ensuring timely responses.
• Assists in the planning and execution of academic contracts and other special projects and initiatives led by Academic Affairs.
• Conducts research, compiles data, and prepares reports to support decision-making.
• Oversees the day-to-day operations of Academic Affairs, including office supplies and equipment.
• Assists with managing the divisional budgeting and purchase requisitioning processes.
• Develops, documents, updates, and implements office procedures to enhance efficiency and productivity.
• Provides executive-level administrative support and office management to the Provost.
• Provides assistance and support as needed to other offices in Academic Affairs.
• Screens and handles telephone calls, referring as appropriate to other staff and ensuring follow up from those areas.
• Screens mail, routing to staff or referring to Provost.
• Composes correspondence and memoranda from brief instructions or on own initiative; responds to routine matters.
• Maintains the calendar for the Provost; schedules internal and external meetings; notes events and appointments and includes all necessary information and materials; consistently proactively scans for calendar conflicts, assists the Provost in staying on schedule and on task.
• Makes arrangements and preparations for meetings for the Provost, to include coordinating with staff, sending meeting invites and reminders, and collecting relevant documents; takes and transcribes minutes as needed.
• Makes travel arrangements; orders supplies and services.
• Provides administrative financial support and budget tracking for departments within the division; assures accuracy and legitimacy and timely payment of invoices for Academic Affairs.
• Accurately produces annual faculty contracts and maintains all faculty files and data.
• Supports critical Academic Affairs events such as convocation and commencement ceremonies.
• Provides clerical support to the Assistant Provost for Faculty Affairs and Director of Institutional Research & Effectiveness as needed, to include but not limited to, assisting with new hire orientation, assisting with special events, organization-wide meetings, etc.
• Performs other duties as assigned by the Provost.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive