Executive Assistant for Vice President of Research and Economic Development

Alabama Agricultural and Mechanical University•Normal, AL

22d

About The Position

The executive assistant (EA) is responsible for the day-to-day operations of the Office of the Vice-President Academic and Economic Development. The EA provides the internal and external liaison services needed to fulfill the responsibilities of the Office of Research and Economic Development in an effective, courteous and efficient manner. The use of good judgment and maintaining confidentiality are mandatory.

Requirements

Bachelor’s degree
3 years of professional experience in the capacity of an Executive or Administrative Assistant.
Strong computer skills utilizing Microsoft Office Suite of Products (Word, Excel, PowerPoint, Access)
Strong oral and written communication skills.

Nice To Haves

Create requisitions, encumbrances, budget transfers using Ellucian Banner
Maintain VP of Research and Economic Development calendar and meeting requests
Analyze organizational operating practices or procedures
Answer customer or public inquiries
Apply oral or written communication techniques
Apply principles of operations research
Apply principles of public or business administration
Apply principles or theories of business management
Arrange teleconference calls
Compile numerical or statistical data
Coordinate staff or activities in clerical support setting
Develop records management system
Explain rules, policies or regulations
File or retrieve paper documents and related materials
Maintain records, reports, or files
Oversee execution of organizational or program policies
Plan meetings or conferences
Plan or organize work
Prepare reports for management
Recommend improvements to work methods or procedures
Recommend solutions of administrative problems
Schedule or contract meeting facilities
Use computers to enter, access or retrieve data
Use word processing or desktop publishing software
Write business correspondence

Responsibilities

Coordinate and direct office services, such as records and budget preparation, personnel.
File and retrieve corporate documents, records, and reports.
Interpret administrative and operating policies and procedures.
Open, sort, and distribute incoming correspondence, including faxes and email.
Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
Prepare responses to correspondence containing routine inquiries.
Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
Frequently handles special assignments or problems, generally of an important or sensitive nature, requiring good judgment and discretion.
Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Performs other duties as requested and/or assigned.
Supervise hired students to assist with projects initiated.