Executive Administrative Assistant, Office President

Employee is responsible for managing the day-to-day operations of the President’s office efficiently, as well as performing clerical and/or record-keeping tasks required in the daily activities of the College work. The essential job functions listed are not comprehensive and duties and responsibilities may change without notice.

• Facilitates the efficient utilization of the President's time through the development and coordination of a complex calendar of appointments, meetings, social engagements, and college and community functions with individuals and groups.
• Promotes a positive image of the College by greeting and receiving visitors to the President's office, and responding to inquiries from diverse College publics (e.g., students, parents, faculty, staff, legislators, alumni, the media, and public and private officials).
• Safeguards the confidentiality of the College by exercising discretion in communicating information to faculty, students, staff, and the various publics served by the College and in handling administrative records, files, and similar confidential items.
• Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications.
• Serves as an event coordinator and facilitates the success of events hosted by the President's office by scheduling events with appropriate offices and agencies, advising/contacting participants or guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last‑minute changes, and coordinating or providing support during the events.
• Performs office management responsibilities by assuring the proper accountability of university property and equipment assigned to the office, providing office personnel with necessary supplies and equipment, and maintaining office equipment in working condition.
• Schedule appointments and maintain the calendar for the President.
• Works independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgment to make decisions, and assuring effective communication with stakeholders.
• Facilitates efficient and cost‑effective official travel for the President.
• Assists with the development and management of the budgets under control of the President's Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, and producing financial reports and summaries.
• Prepare and distribute correspondence in the President’s Office to include letters, memos, reports, and contracts.
• Serve as office manager in the Office of the President.
• Maintain adequate records.
• Make arrangements for meetings, conferences, and interviews for the President.
• Coordinate and assist in the preparation of forms, proposals, and reports for agencies such as the Alabama Community College System (ACCS), Alabama Commission on Higher Education (ACHE), and the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).
• Maintain positive work relationships throughout campus.
• Assist with the coordination of various faculty and staff functions.
• Ability to lift and move material(s) weighing up to twenty (20) pounds.
• Must possess Excellent organizational skills.
• Proficiency in the Microsoft Office Suite.
• Ability to assume responsibility.
• Ability to establish and maintain effective working relationships with other employees, with the public, and in a pleasant manner.
• Ability to read and interpret materials including instructions and policies.
• Ability to cope with and manage stress.
• Ability to sit and stand for extended periods.
• Ability to utilize a multi‑line phone system.
• Ability to perform basic mathematical skills including working with percentages and fractions.
• Ability to operate a calculator, printer, copier, fax machine, television, and other…