Executive Administrative Assistant
About The Position
Under limited supervision, responsible for providing high level administrative support by compiling information and preparing reports, compiling information requests, and performing relevant administrative support functions while maintaining confidentiality on all communications and matters in the department. What a day of an Executive Administrative Assistant looks like: Performs highly confidential administrative support duties that require broad and comprehensive knowledge of the organization’s policies and operations. Monitors various projects to ensure maximum effectiveness and compliance. Assists with project assignments and tracking through the TeamDynamix system. Answers, screens, researches, informs, advises, records, processes and follows-up on all customer requests efficiently and expeditiously as received by telephone, mail or personally from citizens, elected officials, agencies, and College faculty and staff. Drafts responses on more complex correspondence under own signature. Informs supervisor of actions taken. Acts as a liaison to a wide variety of College personnel among departments, functions, or groups, within the College. Maintains and controls records. Including, but not limited to, database, logs, cost records, and general records. Manages and maintains calendars by scheduling and confirming appointments and meetings, arranging meeting rooms or facilities, and posting college-wide calendar items on the college’s website. Assists in the preparation of electronic purchase orders, expense reports, and budget transfers as needed. Assists supervisor with record keeping, to include tracking funding, expenses, and related departmental records. Includes development and use of complex spreadsheets. Acquires knowledge of other staff duties and serve as a backup, as necessary. Performs other job-related duties as assigned.
Requirements
- High school diploma or GED with additional training related to the position
- Three years related experience
- Knowledge of: Office management and administration
- Microsoft Office Professional or similar applications
- Delivering a high level of customer service
- Attention to detail while maintaining effective time and task management
- Problem and situation analysis
- Organize and prioritize multiple, competing priorities to maximize personal and team effectiveness
- Effectively communicate verbally and in writing on a regular basis with internal and external customers, build relationships, manage customer expectations and take responsibility for a high level of service
- Interact in a positive manner with diverse populations and varying education levels of students, faculty, staff, and the public
- Maintain strict confidentiality and discretion
- Regular physical attendance required
- Reach and grasp objects
- Stoop, bend, kneel, crouch, or crawl
- Stand for extended periods of time
- Use of video display terminal
- Use of manual dexterity and fine motor skills
- Communicate information orally and in writing
- Receive and understand information through oral and written communication
- Proofread and check documents for accuracy
- Work a fluctuating work schedule
Responsibilities
- Performs highly confidential administrative support duties that require broad and comprehensive knowledge of the organization’s policies and operations.
- Monitors various projects to ensure maximum effectiveness and compliance.
- Assists with project assignments and tracking through the TeamDynamix system.
- Answers, screens, researches, informs, advises, records, processes and follows-up on all customer requests efficiently and expeditiously as received by telephone, mail or personally from citizens, elected officials, agencies, and College faculty and staff.
- Drafts responses on more complex correspondence under own signature.
- Informs supervisor of actions taken.
- Acts as a liaison to a wide variety of College personnel among departments, functions, or groups, within the College.
- Maintains and controls records. Including, but not limited to, database, logs, cost records, and general records.
- Manages and maintains calendars by scheduling and confirming appointments and meetings, arranging meeting rooms or facilities, and posting college-wide calendar items on the college’s website.
- Assists in the preparation of electronic purchase orders, expense reports, and budget transfers as needed.
- Assists supervisor with record keeping, to include tracking funding, expenses, and related departmental records. Includes development and use of complex spreadsheets.
- Acquires knowledge of other staff duties and serve as a backup, as necessary.
- Performs other job-related duties as assigned.
Benefits
- Tuition fee waiver at PBSC
- Tuition reimbursement
- Degree recognition award
- Educational leave
- Medical, dental, vision, disability, life insurance, parental leave
- Vacation, sick leave, holidays, and spring and winter breaks offering additional paid time off
- Potential remote or hybrid opportunities
- Wellness programs, and apps related to stress management, nutrition, meditation
- Leadership programs, professional learning workshops
- State retirement plan options and voluntary 403(b) and 457 plans
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
