Administrative Assistant
3 days ago
The Administrative Assistant will provide high-level administrative support to the Associate Vice President of Strategic Marketing and Communications. This role will be responsible for managing calendars, coordinating travel arrangements, preparing procurement documents and contracts, planning meetings and events, maintaining files, preparing minutes of meetings, editing various documents, and communicating with internal management and staff, students, community representatives, and vendors.
Key Responsibilities- Manage and coordinate the flow of work for student workers, temporary employees, and lower-level clerical employees.
- Operate a word processor, computer terminal, microcomputer, or copy machine.
- Screen calls, manage calendars, make travel arrangements, prepare procurement documents and contracts, plan meetings and events, maintain files, prepare minutes of meetings, edit various documents, and communicate with all levels of internal management and staff, students, community representatives, and vendors.
- Process invoices and expense reports, including tracking departmental expenses.
- Prepare presentations and draft correspondence, internal memorandums, and email communication.
- Coordinate the processing of consultant agreements with appropriate internal stakeholders.
- Assist in planning and execution of department events.
- Archive print and online news hits about the College.
- Monitor community events calendars and activities.
- Maintain an efficient filing system and work with other departments of the college to provide assistance.
- Read incoming mail and process mail and other college forms for office staff; perform standard office duties as appropriate.
- Make arrangements and preparation for travel, conferences, appointments, special events, or other activities and follow-up for the Communications, Marketing, and Community Relations Department.
- Compose routine and non-routine correspondence independently.
- High School Diploma or equivalent, plus three (3) years secretarial experience.
- Five (5) or more years of clerical or secretarial experience.
- Associate's Degree in Business Administration or equivalent experience as an Office Manager in an academic environment.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
- Knowledge of modern office practices, procedures, and equipment.
- Skill in word processing.
- Proficient in Microsoft Office and Windows OS.
- Ability to use business English effectively.
- Ability to calculate arithmetic accurately.
- Ability to establish and maintain effective working relationships.
- Ability to express ideas clearly and concisely.
- Ability to manage office effectively.
- Ability to take and transcribe dictation at a working rate of speed either by notes or machine.
- Foreign Language proficiency (speak, comprehension, read).
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