Executive Assistant

Spelman College Portal-posted 11 days ago
Full-time • Mid Level
Atlanta, GA
501-1,000 employees
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This position is responsible for providing administrative and project management support for the Senior Vice President of the Office of Institutional Advancement. Major tasks include managing office operations, supervising office activities, developing and implementing policies and procedures, and ensuring that the Senior Vice President’s schedule and responsibilities are managed effectively.

  • Serves as the communications liaison between the Senior Vice President and both internal and external key constituents.
  • Retrieves, organizes, and prioritizes telephone, mail, electronic, and face-to-face communications for appropriate and expeditious response; Implements all follow-up actions as identified.
  • Ensures the effective management of the administrative and project workload of the Senior Vice-President; As directed, schedules and coordinates meetings for the Senior Vice President with internal and external constituents; ensures that research and supporting documentation are provided for all activities that include the Senior Vice President.
  • Uses project and time management software systems to coordinate and monitor the Senior Vice President and divisional calendars, itineraries, meetings, projects, and deadlines;
  • Serves as custodian of fundraising information, data, and documents needed by the Senior Vice President and other internal and external customers. Ensures that information is timely, accurate, available, and easily retrievable; proficiency with the CRM Advance database and other software used at the College is a plus;
  • Coordinates the logistics of all inter-divisional communications, meetings, and planning efforts.
  • Tracks renewal of professional dues and subscriptions to professional journals
  • Maintains the Office of SVP for Institutional Advancement Procedures Manual; Manages the office space and oversees the office allocation of the Division.
  • Monitors and orders all office equipment and supplies. Ensures that office equipment is properly maintained; ensures that all office supplies needed are in place.
  • Assesses, develops, and ensures procedures for efficient office processes for customer service, and communications; Consults and collaborates with the Senior Vice President on advancement services priorities and ensures that they are addressed quickly and consistently.
  • Identifies, evaluates, and resolves administrative issues quickly.
  • A Bachelor’s degree, five years of directly related work, or an equivalent combination of education and experience are required.
  • This position requires excellent interpersonal, customer service, and organizational skills; telephone techniques and etiquette; and record-keeping techniques.
  • This person must possess the ability to prioritize effectively, maintain confidentiality, handle matters with tact and diplomacy, interact in a diverse community, manage details, and adapt to changing situations.
  • The ideal candidate will model collaborative teamwork, performance excellence, and professionalism for the division.
  • Stellar oral and written communication skills are required.
  • The ability to read, analyze, and interpret business correspondence, operating and maintenance instructions, and technical procedures is essential.
  • The employee must have exemplary proofreading skills.
  • The ability to speak effectively when interacting with the public and the entire Spelman community is required.
  • This work requires the ability to perform advanced level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, duties may involve assignments that require creating mail merges, creating brochures, newsletters, fliers, forms, reports, and spreadsheets using formulas, graphs; and able to utilize email systems such as Outlook; Banner Financial Module and Internet navigation.
  • proficiency with the CRM Advance database and other software used at the College is a plus
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