Administrative Assistant
Middlebury College - Monterey, CA

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The Administrative Assistant provides a wide range of administrative and secretarial activities to support the Executive Director of Finance & Administration. This is a full-time (37.5 hours per week), non-exempt staff position, requiring strict confidentiality.


Essential Functions

  • In consultation with the Executive Director prioritizes the short and long term work schedule of the Executive Director which includes managing the calendar and preparing follow ups required from such meetings.
  • Researches, gathers materials and prepares Executive Director for meetings.
  • Communicates with MIIS senior staff and faculty, community leaders, and the public on behalf of the Executive Director.
  • Prioritizes correspondence and draft responses where appropriate. Pro-actively responds to problems brought to the attention of the finance & administration department. Refers such issues to the most appropriate campus resource.
  • Creates complex reports and presentations using Excel and Power Point
  • Receives and responds to phone calls. Performs general secretarial duties to include: word processing, filing, maintaining records, ordering supplies, photocopying, faxing, and mailing.
  • Assist in monitoring of the the budget tracking for finance and administration budgets.
  • Assists with Board-related preparation work.
  • Works independently on projects as assigned, which in some instances will take on a leadership role that will require managing a team for the successful completion of the project.
  • Maintains the web site for finance & administration
  • Provides administrative support to the other members of Finance & Administration staff if required.
  • Performs other related duties as requested.
General Responsibilities



Knowledge, Skills and Abilities

  • Exercise a high degree of discretion, tact and judgment.
  • Must be team-oriented and able to master new technologies. Must possess initiative and be willing and flexible to meet the demands of peak workflow cycles.
  • Extensive knowledge of MS word, Excel, Outlook, and Power Point. Excellent interpersonal, communication and organizational skills.
  • Complete assignments without detailed instructions; work independently without supervision.
  • Manage and prioritize multiple assignments, handling conflicting priorities with efficiency and ability to work under pressure.
  • Maintain a close working relationship with the Executive Director and advise him/her of important issues.
  • Excellent interpersonal and public relations skills.

A combination of education and experience which would demonstrate possession of the skills required for the position. Work experience supporting a senior level executive within a higher education environment desirable. Experience working with Banner or other ERP systems a plus.

Physical Demands

The Monterey Institute maintains a drug-free and smoke-free workplace. Essential job functions require ability to sit for extended periods of time, walk, bend, climb, push/pull, left and carry up to 10 pounds frequently, up to 25 pounds occasionally. Also requires fine dexterity and ability to grasp, i.e., for writing messages and word processing.

Middlebury College - 23 months ago - save job
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