Essential Duties and Responsibilities

• Manage complex calendars, priorities, and meeting logistics; anticipating needs and planning ahead.

• Ensure the timely and accurate filing of all administrative support documents including budget requests, requisitions, purchase orders, contracts, financial records, reports, travel, T-card reconciliation, and other records as needed, according to the college’s policies and procedures.

• Provide high-quality writing, editing, and content coordination for a senior leader and their team. Prepare agendas, briefings, and other documents as needed, providing support for tracking and follow-up. 

• Draft, edit, and proof executive correspondence, letters, talking points, presentations, briefings, and other items as directed.

• Order office supplies, equipment, and services as needed to support the department through appropriate purchasing system.

• Preserve confidentiality in all matters related to the executive's office, including organizational plans and human resources matters.

• Serve as backup to other Executive Assistants. Assist the President and Executive Assistant to the President/Secretary to the Board of Trustees as needed.

• Maintain departmental contact lists, mail merges, and other tasks in coordination with the Chief Innovation Officer.

• Support cross-functional initiatives as needed and perform other duties as assigned in a fast-paced, deadline-driven environment.

• Maintain working knowledge of college policies and procedures and respond to situations in a calm and professional manner.

Supplemental Functions

• Perform other duties as assigned.

• Perform all duties to maintain all standards in accordance with college policies, procedures, and Core Values.

Knowledge, Skills and Abilities

• Knowledge of college policies, practices, and procedures

• Knowledge of administrative and office management practices and procedures

• Proficiency with Microsoft Office software including Excel, Word, Outlook, and PowerPoint

• Skills to work accurately with numerical data

• Travel and priority planning skills

• Interpersonal skills

• Record keeping skills

• Organizational skills

• Ability to develop, forecast and manage budgets

• Ability to handle daily email correspondence

• Ability to manage confidential information and processes

• Ability to manage schedules and calendars

• Ability to work with little or no supervision

• Ability to develop board materials

• Ability to research, purchase, or otherwise obtain equipment and supplies

Physical Demands, Working Conditions and Physical Effort

Sedentary Work - Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Positions in this class typically include talking, hearing, seeing, grasping, standing, walking and repetitive motions, plus stooping, kneeling, crouching, and reaching. Relatively free from unpleasant environmental conditions or hazards. Office environment. Little physical effort required.

Requirements

Associate degree from an accredited institution and four (4) years of experience as executive assistant or in a closely related position.

Preferred

Bachelor's degree from an accredited institution.

**This position is Security Sensitive, therefore, candidates will be subject to a criminal background check.**

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job as duties and responsibilities may change with business needs. Collin College reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Reasonable accommodations may be made by Collin College in its discretion to enable individuals with disabilities to perform the essential functions.