Executive Administrative Assistant Job at Columbia College in Columbia

Job Details

Job Location
Columbia College - Columbia, SC

Position Type
Full Time

Description

JOB SUMMARY

The Executive Administrative Assistant ensures the smooth and orderly operation of the Office of Finance and Administration, by providing executive and administrative support to the Vice President of Finance and Administration and working closely with the Assistant Vice Presidents of Human Resources; Facilities Management and Auxiliary Services; Financial Services; and Information Technology. Reporting directly to the Vice President of Finance and Administration (VPFA), this position provides complex and confidential support requiring discretion, initiative, and independent judgment in matters of significance.

The primary responsibilities include the following tasks.

Administrative Support - Manages the VPFA's calendar, schedule meetings, and coordinate travel arrangements; prepares and edits correspondence, reports, presentations, and other documents; handles incoming and outgoing communications, including phone calls, emails, and mail; organizes and maintains files and records, ensuring confidentiality and security; provides support to departmental staff within the Division of Finance and Administration.

Meeting Coordination - Plans, coordinates, and supports meetings, including preparing agendas, taking minutes, and following up on action items; arranges logistics for internal and external meetings, conferences, and events.

Liaison and Communication - Acts as a point of contact between the VPFA and college faculty, staff, students, Board of Trustees, and external stakeholders; facilitates effective communication and collaboration across departments and with external partners; handles inquiries and requests, directing them to the appropriate parties and ensuring timely responses.

Project Management - Assists in the planning and execution of special projects and initiatives led by the Office of VPFA; conducts research, compiles data, and prepares reports to support decision-making.

Office Management - Oversees the day-to-day operations of VPFA, including office supplies and equipment; assists with managing the divisional budgeting and purchase requisitioning processes; develops and implements office procedures to enhance efficiency and productivity.

This position requires a high degree of confidentiality and involves interactions with multiple levels of senior management, employees, faculty, and other contacts outside of the college. The ability to multi-task in a fast-paced environment is essential.

Qualifications

ESSENTIAL JOB FUNCTIONS:

The essential functions of the position include, but are not limited to:

• Provides executive-level administrative support and office management to the Vice President of Finance and Administration; provides assistance and support as needed to the Office of Human Resources, Facility Management, and Information Technology.
• Screens and handles telephone calls, referring as appropriate to other staff.
• Screens mail, routing to staff or referring to the Vice President of Finance and Administration.
• Composes correspondence and memoranda from brief instructions or on own initiative; responds to routine matters.
• Maintains the calendar for the Vice President of Finance and Administration; schedules internal and external meetings; notes events and appointments and includes all necessary information and materials.
• Makes arrangements and preparations for meetings for the Vice President of Finance and Administration, to include coordinating with staff, sending meeting invites, and collecting relevant documents; takes and transcribes minutes as needed.
• Makes travel arrangements; orders supplies and services.
• Provides administrative financial support and budget tracking for departments within the division; assures legitimacy and timely payment of invoices for the Vice President of Finance and Administration.
• Provides clerical support to Human Resources as needed, to include but not limited to, assisting with new hire orientation, assisting with special events such as benefits enrollment, organization-wide meetings, employee recognition events, retirement celebrations, etc.
• Performs other duties as assigned by the Vice President of Finance and Administration.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Bachelor's degree in business administration, human resource management, office automation or closely related field.

• Five (5) years of previous executive level administrative, human resources, and/or office assistant experience preferred.

• Must be proficient in Microsoft Office Suite, utilizing Outlook, Word, Excel, PowerPoint and Microsoft Teams preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent verbal and written communication skills; pays attention to detail.
• Ability to work independently; ability to accurately follow instructions.
• Excellent interpersonal skills.
• Excellent organizational and time management skills.
• Ability to maintain and manage sensitive and confidential records and files while using discretion.
• Knowledge of bookkeeping/accounting and human resources preferred.
• Demonstrated ability to act in a decisive, urgent, and committed way to achieve results.

PHYSICAL DEMANDS:

Requires sedentary work that involves prolonged periods of sitting at a desk and working on a computer, walking, standing, lifting up to 20-25 pounds at times, carrying, pushing and pulling some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.

WORKING CONDITIONS:

Work environment risks exposure to no known environmental hazards.

EOE M/F/D/V