Administrative Assistant
Monterey Institute of International Studies - 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.

Responsibilities

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

Qualifications

Education

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.
Experience

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.

Posting Information

Close Date

Open Until Filled

Yes

Special Instructions to Applicants

Recommendations

Some postings require contact information for reference providers for confidential letters of recommendation.

Recommendation Letter Requirements

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