Executive Secretary

About the Role

Motlow State is located in the beautiful rolling hills of middle Tennessee and has four campuses that serve students from eleven counties. Provides administrative support to an Executive Vice President, Vice President or Assistant Vice President. Performs complex administrative support duties and complex clerical duties. May oversee the scheduling and job assignment of temporary or part-time clerical employees.

Responsibilities

• Provide complex administrative support for an Executive Vice President, Vice President or Assistant Vice President and assigned division.
• Order and maintain necessary supplies, interact with vendors, facilitate communications with internal and external stakeholders, procure needed materials, inspect and troubleshoot division specific equipment, facilitate any needed repairs from internal or external sources, creation and maintenance of academic, personnel, recruiting, financial, and statistical records.
• Research and develop deliverables to support Executive and unit.
• Compile, develop and prepare outgoing correspondence in both electronic and print format.
• Provide administrative support to EVP, VP or AVP related to calendar assistance, scheduling, arranging logistics, and coordinating travel to campus events, community events, meetings, seminars, conferences, and events.
• Attends, facilitates and operates campus and community events as needed to support the division and executive.
• Plan, coordinate, and implement unit initiatives according to best practices, industry standards, and organizational mission and policy.
• Oversee multiple budgets to include allocations, travel, disbursements, purchasing, receiving, product verification, inventory, disbursements of inventory, loan of inventory, risk management of inventory, account reconciliations, financial reports, and related communication with appropriate stakeholders.
• Communicate verbally and in writing using proper grammar, spelling, proof reading and professional language in all internal and external messaging while maintaining confidentiality and FERPA standards.
• Produce required work deliverables using a variety of technical tools and platforms specific to the supported division meeting required deadlines and quality standards.
• Create, operate, and maintain knowledge bases and databases that advance the college mission and the division’s objectives.
• Create, process, submit, and maintain records in accordance with established procedures, deadlines, processes, and policies.
• Other duties as assigned.

Qualifications

Minimum Qualifications: Associate degree earned from a regionally accredited institution and two (2) years of administrative experience. Experience may be substituted for the required education on a year for year basis for up to two years.

Preferred Qualifications: Associate degree earned from a regionally accredited institution and three (3) years of administrative experience. Experience may be substituted for the required education on a year for year basis up to three (3) years.

Skills

• Ability to effectively use interpersonal communication skills with emphasis on the initiation and execution of assigned duties in support of the college mission.
• Ability to work independently and/or as a member of a team, to manage time and resources, to prioritize, focus and shift focus as needed to effectively and efficiently fulfill