Executive Administrative Assistant

Tennessee Board of Regents•Town of Gallatin, NY

20h•$43,292 - $51,950

About The Position

The Executive Administrative Assistant provides administrative support to the Vice President for Advancement and Executive Director of the College Foundation. The position supports efficient office operations, collaboration across departments, document flow, workload prioritization, and deadline management. It involves direct contact with the College Foundation Board of Trustees and planning meetings and events. Responsibilities include managing records, reports, files, correspondence, schedules, meetings, and committee materials; responding to inquiries; supporting Foundation financial record keeping and scholarship funding; processing purchases and requisitions; and assisting with fundraising events. The employee will also be trained as a Building Coordinator, directing occupants during an emergency or crisis. Other duties may be assigned.

Requirements

High school diploma or GED equivalent.
Two years of related experience.
Proficiency with Microsoft Office applications, with mastery of Word, Excel, and electronic signature software.
Strong attention to detail and ability to check documents and records for accuracy and completeness.
Ability to manage many diverse tasks simultaneously and identify ways to streamline processes.
Experience managing complex calendars, coordinating meetings, scheduling appointments, and arranging travel for executive leadership.
Ability to prepare meeting agendas, maintain accurate minutes, organize meeting materials, and coordinate follow-up activities.
Strong organizational and time-management skills; ability to manage priorities, meet deadlines, and maintain accuracy.
Sound judgment, discretion, and professionalism when handling confidential and sensitive information.
Knowledge of the college, its mission, procedures, and processes.
Strong interpersonal skills and ability to maintain positive working relationships with administrators, faculty, staff, students, board members, donors, and community partners.

Nice To Haves

Associate’s degree.
Certified Administrative Professional (CAP).

Responsibilities

Create and maintain specialized reports, records, files, forms, logs, spreadsheets, and tracking systems; archive inactive records.
Perform administrative support for the supervisor and Foundation staff, including scheduling appointments, meetings, and conferences and coordinating meeting arrangements.
Prepare meeting materials, take minutes, assemble committee packets, and prepare materials for voting and presentations.
Respond to internal and external inquiries, screen visitors and calls, and provide departmental information with judgment and tact.
Open, sort, and screen mail.
Draft, compose, type, proofread, and maintain correspondence, committee agendas, reports, presentations, and other documents.
Maintain manuals and update resource materials.
Improve office operations and work processes while providing coordinated customer service.
Maintain accurate accounting of Foundation income and expenses, coordinate record keeping with the College Business Office, and assist with scholarship funding.
Coordinate College Foundation Board of Trustees activities, correspondence, and events.
Assist with fundraising events as assigned.
Complete purchase orders and requisitions; review and code departmental expenses and monitor budget balances as authorized.
Serve as a trained Building Coordinator, directing building occupants during emergencies or crises.
Perform other duties as assigned.

Benefits

Health, dental, vision, life, and short- and long-term disability insurance.
Flexible spending account (FSA) and health savings account (HSA).
Wellness Incentive Program for employees enrolled in health coverage.
Educational assistance, including fee waiver, spouse/dependent discounts, and tuition reimbursement.
Employee Assistance Program.
Longevity pay.
Retirement options including State of Tennessee Pension (TCRS), 401a, 401K with up to $50 per month match, 403b, and 457.
14 paid holidays per year.
Annual leave, if applicable.
Sick leave and sick leave bank.
State Employee Discount Program with over 900 merchants.