Executive Assistant - Administrative Services

About the role

The Executive Assistant serves as a key liaison across departments and provides confidential administrative and strategic support to the Vice President of Administrative Services. This role oversees budget monitoring, supports college-wide financial processes, and advises on fiscal planning and improvements.

Responsibilities

• Provides direct confidential administrative assistance to the Vice President of Administrative Services in planning, decision-making, budgeting, purchasing, and office management.
• Supports the Vice President by composing, editing, preparing reports, representing the Vice President at meetings, managing meeting schedules and calendars, and coordinating and tracking multiple executive-level projects.
• Manages meeting schedules and calendars including room logistics, responds to last-minute meeting changes, and serves as an intermediary for the Vice President.
• Leads analysis and assessment of college-wide processes and procedures, particularly related to fiscal planning and budget development, and makes recommendations for improvement.
• Coordinates and tracks multiple executive-level projects, proactively monitors progress to ensure deadlines are met, and prepares and submits documents accurately to the appropriate internal and external stakeholders.
• Develops metrics and Key Performance Indicators (KPIs), both financial and operational, to measure process or procedure effectiveness; monitors and evaluates metrics and KPIs, conducts surveys, performs research, analyzes and interprets data to identify areas for improvement and make recommendations as needed.
• Collaborates with the Director of Grants on grant research, development, applications, deadlines, and submissions.
• Exercises judgment to solve unexpected administrative problems consistent with the objectives and policies of the college.
• Collaborates with departments and cross-functional operations to document processes and procedures.
• Researches applicable policies, federal, state, and local rules, regulations, and ordinances to ensure compliance with any analyzed process or procedure.
• Prepares, reviews, processes, and assists in the preparation, compilation, and coordination of reports for finance, purchasing, inventory, and personnel records for Vice President's Office and Administrative Services units and departments; monitors and maintains budgets and expenditures; evaluates costs for expenditures; facilitates equipment purchases.
• Manages and reconciles department credit cards purchases including items purchased for light refreshments.
• Completes all travel related documents for Vice President's Office.
• Completes payroll-related documents and processes, as well as personal services contracts for Vice President's Office.
• Prepares complex financial reports, budget forecasts, and documents as requested.
• Prepares and sends correspondence on behalf of the Vice President's Office or Vice President.
• Represents and/or communicates on the Vice President's behalf at meetings and conferences.
• Provides information/instructions and responds to inquiries to campus community regarding Administrative Services and the College.
• Chairs and serves on hiring committees; recommends hires to the Vice President of Administrative Services for classified, part-time, hourly, temporary, student, and intern employees; advises the Vice President of Administrative Services on personnel matters within the division.
• Trains and supervises employees.
• Serves on campus-wide and district-wide committees as directed.
• Works on special projects as directed in support of the operational success of the Administrative Services Division and the College; provides change and project management support for process improvement implementations.
• Makes presentations on process or procedure changes to various college groups including leadership, faculty, staff, and students.

Qualifications

• Bachelor's degree, OR 4 or more years of experience in a related field
• Five (5) or more years of recent progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative or executive support experience; OR equivalent education and experience.
• Demonstrated excellent written and oral communications skills, including professional writing, editing, note-taking and proofreading skills.
• Demonstrated proficiency with MS Word, Excel, and Outlook.
• Demonstrated ability to carry out assignments under pressure with short deadlines and/or frequent interruptions.
• Demonstrated ability to uphold confidentiality and exercise sound judgement.
• Demonstrated ability to analyze data and draw conclusions.
• Demonstrated ability to reinforce goals and standards consistent with high internal and external customer satisfaction.
• Demonstrated effective time management practices and organizational skills with sensitivity to details.
• Demonstrated ability to effectively support successful recruiting, selecting and hiring qualified staff.
• Demonstrated ability to work directly and collaboratively with faculty, staff and students in a higher education setting.
• Demonstrated strategic and tactical planning skills.
• Demonstrated ability to engage in activities and events on campus.
• Demonstrated ability to exercise a high degree of judgment in handling sensitive and confidential information.
• Demonstrated ability to communicate and work respectfully and effectively with people from diverse racial, ethnic, religious, linguistic, gender, age, sexual orientation, gender expression, status as an honorably discharged veteran or disabled veteran or military status, political affiliation or belief, citizenship/status as a lawfully admitted immigrant authorized to work in the United States, or presence of any physical, sensory, or mental disability.