Executive Administrative Assistant

Palm Beach State College•Lake Worth, TX

3d•Onsite

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.

Requirements

High school diploma or GED with additional training related to the position
Three years related experience
Knowledge of office management and administration
Knowledge of Microsoft Office Professional or similar applications
Skilled in delivering a high level of customer service
Skilled in attention to detail while maintaining effective time and task management
Skilled in problem and situation analysis
Ability to organize and prioritize multiple, competing priorities to maximize personal and team effectiveness
Ability to 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
Ability to interact in a positive manner with diverse populations and varying education levels of students, faculty, staff, and the public
Ability to maintain strict confidentiality and discretion
Regular physical attendance required

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 serves as a backup, as necessary.
Performs other job-related duties as assigned.