Executive Administrative Assistant, Administration

Performs high level administrative support to the Executive Vice President of Administration and Chief Financial Officer, Chief of Staff and General Counsel, and Associate Vice President of Facilities Administration.

Pending PALT Approval

• Periodically reviews meeting minutes of the District Board of Trustees, the President Administrative Leadership Team, and other appropriate committees/councils to ensure that the appropriate follow-up and communication occurs; informs the Executive Vice President of Administration and Chief Financial officer, Chief of Staff and General Counsel, and Associate Vice President of Facilities Administration.
• Intermediate or advanced experience with computerized accounting systems such as Excel, Word, and Power Point
• Strong written and oral communication skills
• Facilitates projects and communicates as needed with vendors, committee members, and co-workers.
• Experience in editing written materials for spelling, grammar, and punctuation
• Coordinates general office procedures, maintains office files, screens incoming correspondence and communications, inputs appropriate purchase orders, orders office supplies as needed.
• Standard high school diploma or GED required
• Conducts research on inquiries, assembles reports, and communicates information.
• Maintains files for letters and related materials, research inquiries, and responds on own initiative and assembles information for the Executive Vice President of Administration and Chief Financial officer, Chief of Staff and General Counsel, and Associate Vice President of Facilities Administration.
• Schedule’s appointments, receives and screens callers and maintains calendars of the Senior Vice President, Chief Financial officer, Chief of Staff and General Counsel, and Associate Vice President of Facilities Administration.
• Performs other duties as assigned.
• Prepares forms and composes correspondence and memoranda independently for the Executive Vice President of Administration and Chief Financial officer, Chief of Staff and General Counsel, and Associate Vice President of Facilities Administration.
• Problem solving, analytical and reconciliation skills
• Maintains confidentiality of projects and communications.
• Ability to organize and work independently
• Experience in compliance field such as legal or finance
• Conducts research on vendor options for projects, obtains estimates, and processes vendor contracts.
• AA or AS degree preferred. Degrees must be from a regionally accredited institution.
• Prepares agendas and minutes for appropriate councils/committees, with guidance from the Executive Vice President of Administration and Chief Financial officer, Chief of Staff and General Counsel, and Associate Vice President of Facilities Administration.