Executive Assistant

Posting Details

Position/Classification

Title:

Executive Assistant

Classification Type: SHRA

Position required to work during periods of adverse weather or other emergencies: N - Not Mandatory

Minimum Experience/

Education:

High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associate's degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelor's degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Preferred Years Experience, Skills, Training,

Education:

Bachelor's degree and five years of progressive university administrative experience.

The Executive Assistant will provide administrative support for the Dean of the College of Business and Economics. The Executive Assistant supports the Dean through appointment and travel scheduling. This position is involved in a variety of assignments and high impact projects requiring scheduling, creative planning, confidentiality, internal and external communication. The Executive Assistant is responsible for proactive and effective support of the Dean's activities based on a thorough understanding of priorities and internal and external relationships.

Public contact is a major component, both internal and external to the College. The position's incumbent will frequently interact and coordinate College activity within the work unit with key University central offices. Work requires regular contact with the offices of the Chancellor, Vice Chancellors, Provost, Deans, and other leaders and vendors outside of the University community. This position coordinates business functions of the College that include monitoring and interpreting policies and procedures and personnel administration.

In addition, the position's incumbent is responsible for providing advice on general College or operational issues and concerns, and helping to carry out strategies and plans.

• Work Coordination/Planning - Coordinates logistics for internal and external meetings; coordinates internal and external vendors (catering services, travel agencies, purchasing vendors, etc.); prepares agenda and meeting materials for meetings, conferences, and retreats; handles the mechanics for preparing meetings, attends meetings, serves as recorder and follows through on action items discussed in meetings; organizes and assimilates documents for Deans and Direct Reports;
  
  tracks and monitors pending issues for follow-up; coordinates and prepares travel for the Provost which includes airline/rail ticketing, conference registration, hotel reservations, and state vehicle reservations; organizes work to meet internal target dates; prevents scheduling conflicts or anticipates and resolves conflicts.
• Communication - Verbal/Written - Writes, reviews, edits and distributes various correspondence; composes and formats speeches, reports and presentation materials requiring word-processing, editing and proof-reading; prepares meeting information and records and transcribes minutes for deans and administration council meetings; researches, gathers, and compiles data for reports pertaining to all academic and administrative projects managed by the Provost and Vice Chancellor for Academic Affairs;
  
  independently researches, develops, and composes presentation materials and speeches for the administrator in a variety of settings; anticipates administrator's needs to initiate written communication for administrators review; edits documents developed from outside sources to incorporate the administrator's personal style.
• Budget Management - Manages budgets assigned to the Provost and Vice Chancellor for Academic Affairs (Foundation, State, Unrestricted, Sodexo, etc.) utilizing Aggie Mart and other appropriate systems; compiles budget reports using Excel on request; works closely with the office of budget and planning on budgetary planning and accounts reconciliation accounts assigned director to the Office of the Provost; manages the overall budget for the Provost by reporting expenditures and allocation of funds and sources on a regular basis.
• Program Knowledge - Provides direct administrative support to the Provost and Vice Chancellor for Academic Affairs; applies substantive knowledge of the mission, vision, and organizational structure of the university in order to assist in the scope, diversity, and complexity of all program operations and organizational commitments; quickly adapts to understand and apply priorities, nuances, appropriate protocol, and specific preferences of the Provost and Vice Chancellor for Academic Affairs, and constituents;
  
  collaborates with the deans and other administrators as necessary to prepare…