Executive Secretary

Campus: Smyrna

About the role

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.

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 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 years.

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, AVP, and assigned division related to calendar assistance, scheduling, arranging logistics, and coordinating travel to campus events, community events, meetings, seminars, conferences, and events.
• Attend, facilitate and operate 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, proofreading 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.

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 assigned duties.
• Knowledge and broad understanding of standard accounting procedures including budgets, estimates, price quotes, purchasing, and account reconciliation.
• Knowledge of confidentiality statutes and policies as they apply to FERPA and other institution programs.
• Strong computer skills to include proficiency with MS Word, MS Excel, MS Access, MS PowerPoint, MS Teams and MS Outlook. This includes the creation and manipulation of spreadsheets.
• Ability to learn additional institution and division-specific software platforms.
• Ability to produce and disseminate outgoing correspondence in both electronic and print format in accordance with industry standards.
• Ability to provide actionable insight and produce quality deliverables.
• Must be able to independently stand, bend, and lift as necessary to receive, move, unpack, store and use materials weighing up to 30 lbs. and to do so with assistance for materials up to 50 lbs with or without accommodations.
• Ability to conduct research, develop professional reports and prepare presentations of reports and research results for presentation by supported Executive and management staff.

Pay

$40,711 to $43,711

Benefits

• Comprehensive benefits package including an excellent retirement package from the state of Tennessee.
• 401K plan with match.
• Thirteen paid annual holidays in addition to annual and sick leave days.
• Health and dental insurance.
• Tuition discounts.
• State employee discounts.

Motlow positions are contingent upon funding availability and budget approval.