**Executive Assistant II - 993188**-Internal to NSU

About the role

Nova Southeastern University (NSU) was founded in 1964 and is a not-for-profit, independent university known for academic excellence and innovation. NSU offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans, and much more. NSU is committed to the health and welfare of its students, faculty, staff, and campus visitors, and is a tobacco-free university.

Responsibilities

• Plans, directs, supervises, and coordinates work activities of subordinates and staff, including hiring, coaching, evaluating, and terminating.
• Implements University or departmental policies, procedures, and service standards in conjunction with management.
• Interprets administrative and operating policies and procedures for employees.
• Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Collaborates with other supervisory personnel or with other work units or departments to coordinate activities.
• Performs general office duties, such as ordering supplies, maintaining records in management database systems, and performing basic bookkeeping work.
• Uses computers for various applications, such as database management or word processing.
• Performs administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators, or computers to work with pay records, invoices, balance sheets, or other documents.
• Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operates telephone equipment to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
• Greets visitors and determines whether they should be given access to specific individuals.
• Maintains executives' schedules.
• Schedules and confirms appointments for clients, customers, or supervisors.
• Makes travel arrangements for executives.
• Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies.
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Inventories and orders materials, supplies, and services.
• Plans for or coordinates office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, or security services.
• Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees, and boards of directors.
• Learns to operate new office technologies as they are developed and implemented.
• Completes special projects as assigned.

Requirements

• Knowledge: Administration and Management - Working knowledge of business and management principles involved in strategic planning, resource allocation, budgeting, human resources modeling, leadership technique, and/or coordination of people and resources.
• Clerical - Thorough knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Customer and Personal Service - Thorough knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.
• English Language - Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Computers and Electronics - General knowledge of computer hardware and software, including applications and programming. Advanced knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint).

Qualifications

• Required Education: Associate's degree Major (if Required Required Experience: Associate’s degree and five (5) years of clerical/administrative experience providing support to the executive level. OR— Bachelor’s degree and three (3) years of clerical/administrative experience providing support to the executive level.

Skills

• Service Orientation - Advanced skills in actively looking for ways to help people.
• Judgment and Decision Making - Proficient skills in considering the relative costs and benefits of potential actions to choose the appropriate one.
• Time Management - Advanced skills in managing one's own time and the time of others.
• Social Perceptiveness - Advanced skills in being aware of others' reactions and understanding why they react as they do.
• Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Oral Comprehension & Expression - The ability to listen to, understand, and communicate information and ideas presented through spoken words and sentences so others will understand.
• Written Comprehension & Expression - The ability to read, understand, and communicate information and ideas in writing so others will understand.
• Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
• Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.