Administrative Assistant to President -Internal

The Administrative Assistant to the President is responsible for ensuring the efficient and effective operation of the President’s Office. Reporting directly to the President, this position provides executive support in a one-on-one working relationship. The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The Administrative Assistant must have the ability to work independently on tasks and projects, from conception to completion, and thrive in a multi-faceted role which requires the ability to handle a wide variety of activities and confidential matters with discretion.

This position is posted in compliance with Alabama Code 16-22-15. It is the intent to place a current employee in this position.

Salary: Appropriate placement on the Alabama Community College System Board of Trustees

Salary Schedule E3, Grade 3

Salary Range $47,029 -$65,218 (12 months, Non-Exempt).

Work Hours
: 8:00 am - 5:30 pm Monday - Thursday and 8:00 am - 12:00 pm Friday

The Administrative Assistant to the President shall perform the duties as specified in conformity with policies established by the Alabama Community College System Board of Trustees and the J.F. Drake State Community and Technical College Faculty and Staff Handbook.

• Complete a broad range of administrative tasks that facilitate the President’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; managing mail; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports
• Communicate directly, and on behalf of the President by initiating and responding to emails, texts, and phone calls
• Provide a bridge for smooth communication between the President’s Office and internal departments; demonstrate leadership to maintain credibility, trust, and support with senior management, staff, faculty, and students
• Manage an extremely fluid calendar of appointments, keeping the President well-informed of upcoming commitments and responsibilities, with appropriate follow up
• Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings
• Maintain a comprehensive filing system for office correspondence, contracts, confidential records, and related documents in hard copy and/or electronic format
• Organize and coordinate resources and teams to successfully plan events
• Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response
• Strategically prioritize competing demands to handle matters expeditiously and proactively
• Manage time and follow-through to successfully complete projects, often with deadline pressures
• Manage the President’s Office budget, including tracking account balances; processing invoices for payment; maintaining organizational memberships; purchasing supplies; coordinating vendor services; and reconciling credit card statements
• Serve on college committees as assigned
• Provide leadership to the College’s secretarial team
• Maintain compliance with college and program related accreditation and certification standards
• Retain and submit documentation as requested to support accreditation efforts
• Perform other work-related responsibilities as…