Administrative Assistant

Summary/objective

The Executive Assistant is responsible for providing high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondences, scheduling meetings, maintaining office supplies, and copying paperwork.

Essential functions

• Take Meeting Minutes of Executive meetings
• Participates in all recruitment efforts.
• Advertises positions by posting job ads and organizing resumes and applications.
• Schedules interviews and assists in the interview process.
• Ensures background and reference checks are completed.
• Prepares offer letters and set up new employee files.
• Conducts college orientation for new employees to the organization.
• Conducts the benefit enrollment process.
• Oversee compensation and benefit documentation.
• Collects employment and tax information.
• Administers new employment assessments.
• Notifies external information technology support of individuals to add or replace in college email and server system.
• Prepares numerous reports and self-studies for accreditors and regulators using word processing, tables, and graphs.
• Covers the front desk reception duties upon request
• Prepares reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Maintains office supplies inventory.
• Checks stock to determine inventory level, anticipates needed supplies, evaluates new office products, places and expedites orders for supplies, and verifies receipt of supplies.
• Process payroll on a bi-weekly basis.
• Managers the book store, orders books and distributes books to students.

Competencies

• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills
• Must have good organizational and time management skills.
• Experience with presenting information to both small and large groups.

Supervisory responsibilities

This position has no supervisory responsibilities at this time.

Work environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Most duties will be performed in an office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment is usually moderate.

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to stand, walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus and may require being occasionally exposed to moving mechanical parts.

Travel required

• Up to 10%