Executive Assistant

About the Department

Position Duties

• Acts as gatekeeper and primary point of contact for internal and external communications, demonstrating professionalism and discretion; screens, analyzes, and responds to inquiries and correspondence. Manages calendars, as well as meeting logistics and travel arrangements when directed by leadership; prepares detailed itineraries and reconciles expenses. Prepares, edits, and formats executive correspondence, presentations, reports, and briefing materials for executive approval and disbursement; ensures accuracy and alignment with College standards. Organizes and facilitates meetings, conferences, and College/department events; coordinates agendas, takes and distributes minutes, tracks action items, and ensures deadlines are met. Administers and monitors expenditures; assists with departmental budgets; manages procurement card processes; partners with Finance to ensure timely payment of invoices. Oversees supplies and vendor coordination (inventory, ordering, and alignment with procurement policies). Receives, compiles, and maintains confidential documents and records; manages records and retention consistent with College policy. Develops and maintains content on department pages for the College intranet and internet with the approval of leadership; supports executive communications and alignment with College brand standards in partnership with MarCom. Independently researches, prioritizes, and follows up on issues addressed to executives, including sensitive/confidential matters; determines appropriate course of action, referral, or response. Coordinates cross-functional projects and initiatives; leverages collaboration tools (e.g., Microsoft 365, SharePoint/Teams), and basic project management practices to support executive priorities. May represent executives to business, professional, community, and governmental groups and facilitate stakeholder engagement. Maintains and refines internal processes to expedite workflows, ensure best practices, and improve executive productivity. Performs other job-related duties as assigned.
• Acts as gatekeeper and primary point of contact for internal and external communications, demonstrating professionalism and discretion; screens, analyzes, and responds to inquiries and correspondence.
• Manages calendars, as well as meeting logistics and travel arrangements when directed by leadership; prepares detailed itineraries and reconciles expenses.
• Prepares, edits, and formats executive correspondence, presentations, reports, and briefing materials for executive approval and disbursement; ensures accuracy and alignment with College standards.
• Organizes and facilitates meetings, conferences, and College/department events; coordinates agendas, takes and distributes minutes, tracks action items, and ensures deadlines are met.
• Administers and monitors expenditures; assists with departmental budgets; manages procurement card processes; partners with Finance to ensure timely payment of invoices.
• Oversees supplies and vendor coordination (inventory, ordering, and alignment with procurement policies).
• Receives, compiles, and maintains confidential documents and records; manages records and retention consistent with College policy.
• Develops and maintains content on department pages for the College intranet and internet with the approval of leadership; supports executive communications and alignment with College brand standards in partnership with MarCom.
• Independently researches, prioritizes, and follows up on issues addressed to executives, including sensitive/confidential matters; determines appropriate course of action, referral, or response.
• Coordinates cross-functional projects and initiatives; leverages collaboration tools (e.g., Microsoft 365, SharePoint/Teams), and basic project management practices to support executive priorities.
• May represent executives to business, professional, community, and governmental groups and facilitate stakeholder engagement.
• Maintains and refines internal processes to expedite workflows, ensure best practices, and improve executive productivity.
• Performs other job-related duties as assigned.

Minimum Qualifications

• Associate’s Degree (or equivalent experience) and at least five (5) years of progressively responsible administrative/executive assistant experience. Demonstrated proficiency with Microsoft Office/365 applications. Experience supporting budgets/expenses and coordinating complex schedules and travel.
• Associate’s Degree (or equivalent experience) and at least five (5) years of progressively responsible administrative/executive assistant experience.
• Demonstrated proficiency with Microsoft Office/365 applications.
• Experience supporting budgets/expenses and coordinating complex schedules and travel.

Other Qualifications

• N/A Physical Requirements: N/A

Benefits

• This position is not eligible for benefits.

Supplemental Questions