Executive Assistant

Milwaukee Area Technical College•Milwaukee, WI

2d•Onsite

About The Position

The Executive Administrative Assistant provides high-level administrative and operational support to senior leadership within multiple departments within the District. This role involves managing complex office operations, overseeing large-scale projects, and ensuring the efficient functioning of the office through strategic planning and resource management. The Executive Administrative Assistant plays a critical role in enhancing the productivity of the team by proactively identifying and resolving challenges, handling sensitive information, and coordinating across various departments. Must handle confidential information with discretion and professionalism. Work requires in-depth knowledge of institution and organization operations, budgets, purchasing, policies, and procedures, and the exercise of independent judgment, ingenuity and discretion. This position requires advanced problem-solving skills, superior attention to detail, and the ability to work independently while managing multiple priorities. Supervision received is general in nature using established procedures and general objectives and limited to problems or unusual conditions. Works both independently and with staff in a teamwork approach. Milwaukee Area Technical College (MATC) is Wisconsin's largest and most diverse technical college, offering 170+ high-quality programs that connect students to a career in as little as one to two years. The college also offers a less expensive path to a four-year degree. MATC is transforming lives, industry and our community by preparing students today for the careers of tomorrow. Together, we are meeting the needs of the community we share and are focused on students with the greatest needs. We are seeking passionate individuals to join our team who share the same passion in serving this purpose. Learn more about MATC at www.matc.edu.

Requirements

Associate’s degree in a related field with five (5) years of progressively responsible work experience, supporting a Director/Dean-level, or higher position OR Bachelor’s degree in a related field with three (3) years of progressively responsible work experience, supporting a Director/Dean level, or higher position.
Excellent communication and interpersonal skills, with emphasis on strong organizational skills.
Ability to understand, interpret and explain rules, regulations, procedures, and written and oral instructions.
Ability to respond professionally to inquiries, complaints and information from various stakeholders.
Experience utilizing record keeping and experience with document maintenance, retention and organization protocols.
Ability to overcome obstacles by engaging internal and external resources.
Ability to complete projects in a higher education setting.
Ability to work in a fast-paced environment.
Ability to communicate effectively through both oral and written means.
Ability to establish, collaborate and maintain effective work relationships with students, faculty, staff, representatives of outside agencies, educational institutions, and the general public.
Ability to convey an image of professionalism and dedication in work related activities.
Ability to work with culturally diverse student and employee populations.
Proficiency in the use of computers and software specific to position, including spreadsheets and Google Suite.
Ability to successfully work independently.
Customer focus
Action oriented
Values differences
Self-development
Compassion
Cultivates innovation
Optimizes work processes
Ensures accountability
Collaborates
Interpersonal savvy
Communicates effectively
Instills trust

Nice To Haves

Bachelor’s degree in a related field with more than five (5) years of experience supporting a Director/Dean level or higher position.

Responsibilities

Provides advanced administrative support to senior leadership of multiple departments.
Manages complex tasks, oversees department operations, coordinates multiple projects, and acts as a liaison between departments, leadership, and external stakeholders.
Prepares meeting agendas, standard forms, invoices and related documents according to the college procedures and guidelines.
Prepares correspondence, memos, minutes, reports and other complex, technical and or confidential documents captured by various methods.
Manages and coordinates calendars, and scheduling complex meetings with attention to detail and timely follow-up.
Proactively identifies areas where department systems, processes, or workflows can be improved.
Leads or participates in efforts to streamline processes and develop new strategies for departmental efficiency.
Takes on more complex tasks related to department projects, may serve as project lead.
Ensures timely execution and successful completion of projects.
Develops project timelines, monitors progress, and provides regular updates to leadership.
Takes a leadership role in maintaining and updating software or department technologies.
Ensures data integrity and consistency and assists staff in using the systems/ technologies for optimal performance.
Trains on and provides troubleshooting assistance with minor technical issues.
Gathers and/or provides factual information, maintains records, and interprets data requiring reference to a variety of sources.
Maintains complex statistical reports including designing formats for complex tables, charts and graphs.
May conduct special studies to report recommendations as requested.
Assist in maintenance of files, including but not limited to filing completed paperwork, revising labels, moving files to the appropriate cabinets and ensuring the space is neat and organized.
Collects, organizes, and analyzes data relevant to departmental activities, and prepares detailed reports or presentations for senior leadership.
Assists in strategic planning by providing insights through data analysis and trend identification.
Assists with budget management by tracking departmental expenses, processing invoices, and ensuring that costs are within budget.
Provides reports on financial matters related to office expenditures and supplies.
Provides guidance and mentorship to new administrative staff, interns, or student workers.
Helps onboard new staff with department procedures, software, and expectations.
Practices honesty by demonstrating a consistent and uncompromising adherence to strong moral and ethical principles, values, truthfulness, and accuracy in all actions.
Addresses all student and employee behavior in a confidential and respectful manner.
Chairs and/or participates in cross-functional committees and organize regular status, review, and debrief meetings among stakeholders.
Establishes, maintains, and enhances positive work relationships with students, staff, faculty, and administrators.
Maintains informed on emerging technology trends and common user issues in higher education with an emphasis on community Colleges.
Actively organizes and/or participates in applicable workgroups, trainings, workshops, seminars, committees and professional associations or conferences to promote continuous learning.
Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.