Executive Assistant

Job Number 2022-0060

SUMMARY

Open until filled-

Reporting to the Chief of Staff, provides high-level, confidential administrative support and serves as a central coordination point for multiple departments including Human Resources, Organizational Development, Safety, and Advancement, Office of Contracts and Agreements, Campus Police and Security, Athletics, and WSGE Radio. This role requires sound judgment, initiative, and discretion in handling sensitive and confidential information.

DUTIES AND RESPONSIBILITIES

1. Administrative Support
   1. Provide administrative support as needed for the Administrative Services Division and its various departments, ensuring efficient operations and cross-functional collaboration.
   2. Draft, proofread, and edit communications, reports, contracts, and various official documents with attention to grammar, tone, and content accuracy.
   3. Manage calendars, coordinate meetings, and support logistics including agenda preparation, attendee coordination, minutes recording, and follow-up on action items.
   4. Serve as a first point of contact for inquiries, demonstrating professionalism and discretion, and responding with a high level of customer service.
   5. Maintain electronic and physical filing systems, databases, and document repositories (e.g., policies, procedures, manuals).
   6. Lead the coordination and preparation of standardized reports for the department or division, ensuring content is accurate, complete, and consistently formatted. Collaborate with contributors to gather required data, verify information, and ensure alignment with reporting requirements and deadlines. Edit and refine summary documents to ensure they are professionally written, presented in a unified voice, and suitable for internal and external audiences.
   7. Coordinate and manage the administrative functions of the Board of Trustees’ Administrative Services Committee. Responsibilities include preparing and distributing meeting agendas and supporting documentation, scheduling and confirming meetings, recording and transcribing accurate minutes, and maintaining official records and files. Ensure timely communication with committee members and adherence to all applicable procedures, deadlines, and confidentiality protocols. 
   8. Serve as a backup for administrative roles supporting the Board of Trustees and its committees, including assisting with meeting logistics, preparing and distributing materials, recording minutes, and maintaining official records. Ensure seamless continuity of operations.
   9. Regularly update and maintain the College’s official organizational charts to reflect current reporting structures, staffing changes, and departmental alignments. Collaborate with Human Resources and department leaders to ensure accuracy and consistency across all levels of the organization. 
   10. Create clear, visually engaging, and professional presentations to support meetings, reports, and special projects. Collaborate with team members to gather content, organize information logically, and tailor presentations to the target audience. Utilize software tools such as Microsoft Power Point or similar applications to design slides that effectively communicate key messages.
   11. Stay up to date with office technology and software applications.
   12. Serves as a certified Notary Public for the college, providing notarization services for official college documents. Ensures compliance with state notary laws and institutional policies while maintaining accurate logs of all notarial acts performed. Offers notarial services in a professional, confidential, and timely manner to support administrative and legal functions of the college.

1. Confidential and Legal Documentation Administration
   1. Handle and maintain confidential and sensitive records, correspondence, and reports with the utmost discretion.
   2. Assist in the preparation, tracking, and archiving of sensitive information, legal agreements, contracts, and compliance documentation.
   3. Support the Office of Contracts and Agreements in administrative functions, including document management, administrative oversight, and process coordination with internal stakeholders and external partners. 

1. Budget Tracking, Procurement and Travel Coordination
   1. Monitor and track departmental or divisional budgets by entering requisitions, processing invoices, and reconciling expenditures. Maintain accurate financial records, assist with budget forecasting, and prepare budget reports or summaries as needed. Ensure compliance with institutional policies and procedures related to purchasing and financial documentation.
   2. Execute purchasing responsibilities, including e-procurement, in accordance with established procedures and systems. Process purchase requisitions and invoices accurately and in a timely manner. Reconcile departmental or project budget expenditures using Excel and other software to ensure accuracy and compliance with institutional guidelines.
   3. Coordinate travel, lodging, and related logistics; complete reimbursements and necessary documentation accurately and promptly.

1. Research and Development of Reports/Proposals
   1. Perform research and data collection to support special projects and strategic initiatives. Analyze qualitative and quantitative information from various sources, identify trends, and synthesize findings. 
   2. Develop clear, concise, and well-organized summary materials, which may include briefing documents, proposals, presentations, or formal reports. Ensure all materials are accurate, informative, and tailored to the intended audience, supporting data-driven decision-making and project execution.

1. Projects and Event Coordination
   1. Plan, coordinate, and execute projects on behalf of the division, often involving cross-departmental collaboration, research, data analysis, and problem-solving. Develop project timelines, track progress, and ensure deliverables are completed accurately and on schedule. 
   2. Prepare supporting documents, presentations, or reports as needed, demonstrating initiative, discretion, and attention to detail throughout all phases of project execution.

1. Committee Participation and College Engagement
   1. May represent the Administrative Services Division on various college committees.

1. Professional Conduct and Dependability
   1. Maintain a high standard of professionalism and ethical conduct in all interactions.
   2. Work collaboratively and independently with a focus on problem-solving and continuous improvement.
   3. Demonstrate a high level of dependability and a strong work ethic by consistently meeting deadlines, adhering to schedules, and taking the initiative to complete tasks with minimal supervision.
   4. Comply with all College policies and procedures while effectively representing the institution.

MINIMUM EDUCATION QUALIFICATIONS

• Associate degree from a regionally accredited institution required; bachelor's degree preferred.
• Paralegal degree or certificate preferred.
• Must possess a valid Notary Public certification or be able to obtain certification within six (6) months of hire.

MINIMUM EXPERIENCE QUALIFICATIONS

• A minimum of three years of executive administrative assistant experience required; five years preferred.
• Experience working with legal documentation, contracts, or agreements is highly desirable.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook).
• Excellent written and verbal communication skills; demonstrated ability to draft and review formal documents.
• Exceptional organizational and time management skills; ability to multitask and prioritize effectively in a dynamic environment.
• Proven discretion, confidentiality, and judgment in handling complex and sensitive matters.

Physical and Work Environment Requirements

• Primarily an office-based role requiring extended periods of sitting and computer use.
• Occasional walking, standing, bending, and lifting of up to 25 pounds.
• May require occasional evening or extended hours, particularly around project deadlines or special events.
• Must be able to manage stress and complete priorities professionally.

Salary/Compensation: $50,790 per year

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