Description

Summary:
The executive assistant (EA) is responsible for the day-to-day operations of the Office of the Vice-President Academic and Economic Development. The EA provides the internal and external liaison services needed to fulfill the responsibilities of the Office of Research and Economic Development in an effective, courteous and efficient manner. The use of good judgment and maintaining confidentiality are mandatory. 

Examples of Duties

Essential Duties and Responsibilities:

• Coordinate and direct office services, such as records and budget preparation, personnel.
• File and retrieve corporate documents, records, and reports.
• Interpret administrative and operating policies and procedures.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Prepare responses to correspondence containing routine inquiries.
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Frequently handles special assignments or problems, generally of an important or sensitive nature, requiring good judgment and discretion.
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Performs other duties as requested and/or assigned.
• Supervise hired students to assist with projects initiated.

Typical Qualifications

Minimum Position Requirements (including certifications, licenses, etc.):
 

• Bachelor’s degree and 3 years of professional experience in the capacity of an Executive or Administrative Assistant.
• Strong computer skills utilizing Microsoft Office Suite of Products (Word, Excel, PowerPoint, Access)
• Strong oral and written communication skills.

Supplemental Information

Knowledge, Skills, and Abilities:

• Create requisitions, encumbrances, budget transfers using Ellucian Banner
• Maintain VP of Research and Economic Development calendar and meeting requests
• Analyze organizational operating practices or procedures
• Answer customer or public inquiries
• Apply oral or written communication techniques
• Apply principles of operations research
• Apply principles of public or business administration
• Apply principles or theories of business management
• Arrange teleconference calls
• Compile numerical or statistical data
• Coordinate staff or activities in clerical support setting
• Develop records management system
• Explain rules, policies or regulations
• File or retrieve paper documents and related materials
• Maintain records, reports, or files
• Oversee execution of organizational or program policies
• Plan meetings or conferences
• Plan or organize work
• Prepare reports for management
• Recommend improvements to work methods or procedures
• Recommend solutions of administrative problems
• Schedule or contract meeting facilities
• Use computers to enter, access or retrieve data
• Use word processing or desktop publishing software
• Write business correspondence