Executive Assistant

Executive Assistant

Alabama State University, Office of Technology Services (OTS), invites qualified applications to fill the position of Executive Assistant. This dynamic and innovative department is committed to facilitating research, enhancing instruction, and supporting administrative operations by providing quality leadership, services, and resources in information technology. As we continue to grow, we seek a highly organized and proactive individual to join our team as an Executive Assistant.

This role will play a crucial part in ensuring the day-to-day operations of our office while providing exceptional support to our executive team.

Duties and Responsibilities:

• Manage highly sensitive information requiring tact, diplomacy, discretion, and judgment.
• Maintain a well-organized and efficient office environment.
• Oversee office supplies, equipment, and facilities management.
• Coordinate and schedule meetings, appointments, and conference room bookings.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Assist in the onboarding process for new employees.
• Budget Development:
  Collaborate with division heads to create comprehensive budgets that align with organizational goals and objectives.
• Budget Monitoring:
  Regularly review budget performance, track expenditures, and provide timely and accurate reports to management.
• Forecasting:
  Assist in preparing financial forecasts and projections based on historical data.
• Financial Reporting:
  Generate and present financial reports to management, offering insights and recommendations for improving financial performance.
• Compliance:
  Ensure budgetary compliance with relevant regulations, policies, and procedures.
• Work closely with selected vendors to secure the required paperwork for procurement.
• Provide high-level administrative support to the executive team.
• Manage executive calendars, schedules, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Act as a liaison between executives and internal/external stakeholders.
• Conduct research and compile data to support decision-making processes.
• Attend meetings, take minutes, and follow up on action items.
• Handle confidential and sensitive information with discretion.
• Foster a positive and collaborative office culture.
• Work closely with other departments to ensure effective communication and coordination.
• Support HR in various administrative tasks related to employee engagement and events.

Minimum Qualifications:

Bachelor's degree in Business Administration, Management, or a related field, or an equivalent combination of education and work experience. Previous experience in office management and executive assistant roles, proven experience as an office manager and executive assistant, have strong analytical skills with attention to detail and strong organizational and multitasking skills, excellent written and verbal communication abilities, advanced proficiency in office software and tools (e.g., Microsoft Office Suite, Google Workspace), knowledge of relevant procurement regulations and compliance standards, and have working knowledge of standard bookkeeping/accounting processes.

Supplemental Information:

EEOC STATEMENT:
It is the policy of Alabama State University to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. SUPPLEMENTAL INFORMATION:
Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job. Federal law requires identity and employment eligibility verification on Form I-9 within three (3) business days of employment. All positions require the passing of a background check and some the passing of a drug screen.