The Executive Administrative Assistant position supports the Vice President (VP) of Regional Centers in the development and implementation of policies, programs and procedures related to administration, staff, faculty, students and Regional Centers at Sinclair Community College. The primary functions of this position are outlined but not limited to the following:
•Provide technical data intensive support to the VP in preparation of presentations and reporting.
•Anticipate and meet the needs of faculty, staff, regional centers and other internal and external customers.
•Serve as a liaison between the Vice President, staff members, regional centers, and offices of the Vice Presidents and the President.
•Coordinate and compile data and generate appropriate reports; coordinate special projects upon request.
•Perform routine administrative office functions: generate high quality written documents, compile and distribute
materials in a timely and efficient manner; prioritize and sort all incoming mail.
•Maintain an accurate and effective calendar for the VP and coordinate and prepare appropriate materials. Set up meetings/events; schedule conference rooms,and order food services as appropriate.
•Handle all telephone calls/emails in a professional manner so that all inquiries are responded to appropriately and messages are relayed accurately. Determine which
messages need to be routed to the VP for response and which can be handled by administrative assistant or other
members of the staff. Track issues/situations to ensure appropriate follow-up.
•Maintain and monitor all files, office manuals and handbooks. Act as records retention liaison to ensure compliance with the college
’s records and retention policy.
•Maintain an efficient/effective filing system, including budget and expense records and confidential files. Process, review and prioritize all requests for VP signature.
(i.e., POs, budget transfers, and other documents).
•Arrange and process all pre and post travel itineraries and make appropriate arrangements.
•Minimum of an Associate’s degree in a related field required
•Minimum of 3 years of executive level Administrative Assistant experience required
•High level of computer skills (proficiency in Microsoft Excel, Word, Powerpoint, and Outlook) accompanied by a high degree of formatting and accuracy required
•Strong skills in the use of office equipment (phone system, fax, multimedia equipment, etc.) required
•A broad understanding of college policies and procedures preferred
•Excellent writing, typing and proofreading skills required
•Effective communication and interpersonal skills that represent the Office at an executive level and which meet the goals and objectives of the office required
•Ability to demonstrate sound judgment and recognize or identify situations that need extra attention required
•Ability to prioritize work yet be flexible to the demands of the job required
•Ability to display a positive and professional attitude while working well under pressure and deadlines required
•Ability to work well in a team environment required
•Ability to work at a very fast pace and be flexible in making changes in daily organization quickly, efficiently and often required
Sinclair Community College - 17 months ago