Executive Assistant

Key Responsibilities:

1. Executive Support:

• Manage the executive's calendar, scheduling meetings, appointments, and events.
• Prepare and coordinate logistics for meetings, conferences, and special events, ensuring all required materials are ready.
• Prioritize and handle incoming correspondence, including emails, phone calls, and letters.
• Draft and proofread correspondence, memos, reports, and presentations for executive review.

1. Communication and Liaison:

• Act as a liaison between the executive and internal/external stakeholders, including faculty, staff, students, and external partners.
• Handle inquiries and communications on behalf of the executive, often requiring confidentiality and discretion.
• Maintain a professional, positive, and approachable demeanor when interacting with individuals at all levels.

1. Administrative Tasks:

• Organize and maintain files, records, and documents, ensuring easy retrieval when necessary.
• Track and manage deadlines, action items, and follow-ups from meetings and projects.
• Prepare travel itineraries, arrange travel accommodations, and process travel expenses for the executive.
• Handle routine administrative tasks such as filing, photocopying, faxing, and maintaining office supplies.

1. Event Coordination:

• Assist in planning and executing events such as college meetings, faculty events, student engagement activities, and alumni functions.
• Manage event logistics, including venue booking, catering, guest lists, and other related tasks.

1. Project Management:

• Assist in special projects as directed by the executive leadership team.
• Track the progress of projects and provide regular updates to executives.
• Help organize and manage meetings related to ongoing projects, ensuring timely follow-up and implementation of action items.

1. Confidentiality and Compliance:

• Handle sensitive and confidential information with integrity and professionalism.
• Maintain strict confidentiality of all college-related matters.

1. General Office Support:

• Provide general administrative support to the college's leadership team as needed.
• Support departmental initiatives and work with other administrative staff to ensure smooth operations.

Required Qualifications:

• Education: Bachelor's degree or equivalent experience preferred.
• Experience: 2-3 years of experience in an administrative or executive assistant role, preferably in an academic or educational setting.
• Skills:
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to prioritize and manage multiple tasks.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and other office management tools.
• Ability to handle confidential information with discretion.
• Exceptional time management skills and attention to detail.
• Ability to work independently and as part of a team in a dynamic environment