Executive Administrative Assistant

Executive Administrative Assistant

Volunteer State Community College

This position will perform duties required by the Vice President for Advancement and Executive Director of College Foundation requiring efficient operation of the office and collaboration with other departments to coordinate effective teamwork. Ensure the smooth flow of documents (both electronic and paper). Requires initiative and judgment to prioritize workload and meet deadlines. Direct contact with Board of Trustees of the College Foundation and planning of meetings.

Creates and maintains specialized reports, records and files required in connection with department work processes. Performs administrative support functions for supervisor and Foundation staff; schedules assigned appointments, meetings and conferences, coordinates arrangements and sets up meeting rooms; notifies meeting participants; prepares and/or assembles meeting materials from rough notes, drafts, dictation or oral instructions, also takes minutes and prepares for voting purposes.

Responds to internal and external questions; receives and screens visitors and/or telephone calls; provides general and specialized information regarding departmental functions that may require the use of judgment, tact and sensitivity and otherwise ensures smooth office operations. Pick up, opens, sorts, and screens mail. Designs, organizes and maintains specialized and custom forms, records, reports, files and logs to support work processes in areas of assigned responsibility.

Designs, develops and maintains spreadsheets requiring data manipulation; creates and updates files; removes and archives inactive records or files and maintains tracking systems for the various functions of the Foundation office. Drafts, composes and types a variety of correspondences including but not limited to committee agendas, issues, materials for presentation. Assembles packets for assigned committees; ensure all information is accurate and complete, and the layout is appropriate to the venue.

Maintains manuals and updates resource materials. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer services. Maintains a detailed and accurate accounting of foundation income and expenses; works with the college Business Office to ensure accurate record keeping; assists with managing scholarship funding. Responsible for all Foundation Board of Trustee activities, correspondence and events.

Assists with all fundraising events as assigned. Completes purchases orders and requisitions; reviews and codes departmental expenses and monitors departmental budget balances as authorized. This position will be trained as a Building Coordinator which involves directing building occupants in the event of an emergency or crisis. Other duties as assigned.

• High School diploma or GED equivalent.
• Two years of related experience.

• Associate’s degree.
• Certified Administrative Professional (CAP).

• Proficient in Microsoft Office applications. Mastery of Word, Excel, and electronic signature software.
• Must be very detail oriented and have an exceptional ability to scan for accuracy and completeness.
• Must be able to master a high number of diverse tasks, often simultaneously.
• Must be able to look for ways to streamline processes to enhance operational efficiency.
• Experience managing complex calendars, coordinating meetings, scheduling appointments, and arranging travel for executive leadership.
• Ability to prepare meeting agendas, record and maintain accurate meeting minutes, organize…