Executive Administrative Assistant, Vice President, Student Development

Description

Under general supervision, the Executive Administrative Assistant to the Vice President, Student Development provides high-level administrative, operational, and organizational support to the Vice President and the Student Development division. This position serves as the primary point of contact for the Office of Student Development, managing day-to-day operations, coordinating communications, and handling sensitive and confidential information with professionalism and discretion. The Executive Administrative Assistant plays a critical role in ensuring the effective functioning of the division by supporting leadership, facilitating internal and external communications, and assisting with complex administrative activities.

• Assists the VP, Student Development in day-to-day activities including the coordination and management of meetings and schedules and other general office duties.
• Complete a broad variety of administrative tasks for the VP, Student Development including managing the VP’s calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Handling and protecting confidential materials.
• Prepare certain reports by collecting and analyzing information.
• Respond to general inquiries and forward inquiries to various departments as appropriate.
• Supervise and staff student workers at the Information Desk.
• Assist in the formatting, preparation and proof‑reading of documents for proposal submissions, internal and external reports, and other related documents.
• Record minutes at meetings and prepare all minutes for final approval.
• Word‑process or prepare spreadsheets for agreements, contracts, reports and forms which may be of highly confidential nature.
• Process monthly payroll including timesheets and contracts.
• Review and provide regular budget updates.
• Purchase and maintain office supplies and other orders as needed through e‑procurement.

Other duties as needed.

• Completion of an Associate’s Degree.
• Three (3) years’ experience in a related field.
• Associate degree in Business Administration, Office Systems, or a related field.

• Excellent communication and public‑relations skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social‑media web platforms.

• Knowledge of organization or departmental operations, services, and policies.
• Knowledge of general office procedures and protocols.
• Knowledge of financial rules, regulations, laws, and procedures.
• Ability to communicate effectively and tactfully orally and in writing.
• Ability to prioritize and organize based on deadlines.
• Ability to promote and represent the college in a positive manner.
• Ability to solve problems and use critical thinking skills.

We offer a complete benefits package to full‑time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long‑term disability, holidays, vacation, and sick leave.