Executive Assistant Job at Alabama A&M University in Huntsville

Salary: $47,300.00 - $60,200.00 Annually

Location : Normal

Job Type: Full-Time

Job Number: 202300502

Department: Governmental Affairs

Opening Date: 01/07/2025

Description

Summary:
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Examples of Duties

Essential Duties and Responsibilities:

• Coordinate and direct office services, such as records and budget preparation, personnel.
• File and retrieve corporate documents, records, and reports.
• Interpret administrative and operating policies and procedures.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Prepare responses to correspondence containing routine inquiries.
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Frequently handles special assignments or problems, generally of an important or sensitive nature, requiring good judgment and discretion.
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

• Performs other duties as requested and/or assigned.
• Liaise with VP, Marketing, Communications and Advancement and Director of Development on corporate outreach, funds tracking, analysis and reporting.

Typical Qualifications

Minimum Position Requirements (including certifications, licenses, etc.):
• Bachelor's degree
• Three years of professional experience in the capacity of an Executive or Administrative Assistant.
• Strong computer skills utilizing Microsoft Office Suite of Products (Word, Excel, PowerPoint, Access)
• Strong oral and written communication skills.
Supplemental Information

Knowledge, Skills, and Abilities:
• Knowledge of developing policies, procedures, methods, or standards
• Knowledge of developing records management system
• Analyze organizational operating practices or procedures
• Compile numerical or statistical data
• Skill in maintaining records, reports, or files
• Recommend improvements to work methods or procedures
• Recommend solutions of administrative problems
• Select software for clerical activities
• Ability to answer customer or public inquiries
• Ability to apply oral or written communication techniques
• Ability to apply principles of operations research
• Ability to apply principles of public or business administration
• Ability to apply principles or theories of business management
• Ability arrange teleconference calls
• Ability coordinate staff or activities in clerical support setting
• Ability develop new office forms
• Ability to explain rules, policies or regulations
• Ability to file or retrieve paper documents and related materials
• Ability to oversee execution of organizational or program policies
• Ability to plan meetings or conferences
• Ability to plan or organize work
• Ability to prepare reports
• Ability to prepare reports for management
• Ability to schedule meetings or appointments
• Ability to schedule or contract meeting facilities
• Ability to use computers to enter, access or retrieve data
• Ability to use word processing or desktop publishing software
• Ability to write business correspondence

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, short and long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our benefits page at

01

Do you have three years of professional experience in the capacity of an Executive or Administrative Assistant?

• Yes
• No

02

Do you have strong computer skills utilizing Microsoft Office Suite of Products (Word, Excel, PowerPoint, Access)?

• Yes
• No

03

Do you have strong oral and written communication skills?

• Yes
• No

04

Do you have a bachelor's degree?

• Yes
• No

Required Question