Executive Assistant
The Executive Assistant provides an advanced level of support to multiple executives within the Executive Office. This will involve managing office functions, coordinating meetings, maintaining calendars, supporting financial/budget functions, preparing presentation materials, writing minutes, preparing business correspondence, and special projects at the executive/senior leadership level.
Responsibilities include but are not limited to the following:
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Organize and expedite the flow of work through the Administration Dept., initiate follow-up action, and serve as a resource to others in the facility.
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Heavy, complex calendar management for the executive and senior leaders.
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Compose and produce business correspondence, reports, confidential documents and/or forms, and related materials.
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Ensure confidentiality and protect access to sensitive information.
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Answer and route telephone calls, convey information, advise clients on departmental procedures, respond to inquiries or requests for information or refer to supervisor, as appropriate.
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Coordinate with Facilities Management Services for building-related activities and repairs.
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Support faculty and staff in financial transactions such as equipment/supplies procurement, and accounting for travel expenses, reimbursements.
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Research and gather data for reports. Conduct preliminary analysis of data. Recommend report content and format to display findings most effectively.
PREFERRED QUALIFICATIONS:
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Five years of executive assistant or specialized administrative experience;
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Excellent communication, interpersonal, organizational, and prioritizing skills;
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Ability to work effectively in a high-energy team environment with a wide variety of technical and administrative personnel;
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Ability to work with minimal supervision;
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A results-oriented focus with the demonstrated ability to prioritize and manage multiple time-sensitive issues and meet deadlines;
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Competency in project management. A broad knowledge of relevant computer software, e.g.: Microsoft Word, Excel, PowerPoint; Outlook
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Ability to handle sensitive and difficult situations in a professional manner;