Executive Administrative Assistant II

• Associate's degree. Bachelor's degree preferred.
• Two (2) years of experience in clerical/administrative support or related area.
• Minimum qualifications can be substituted with an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

• Demonstrated experience and commitment to fostering equity, inclusion, and belonging among diverse teams and communities
• Experience working in a complex office environment involving highly skilled office management work
• Experience working with sophisticated calendar and data management
• Experience managing incoming and outgoing phone calls, phone messages, emails and departmental mail
• Experience in managing multiple projects
• Effective interpersonal and office management skills, including ability to establish and maintain positive working relationships with coworkers and external constituents
• Experience working in a busy office with frequent interruptions
• Proficiency in word processing software such as Microsoft Word as well as basic knowledge of spreadsheet and database software, email systems and web-based applications

• Collects, prepares, reconciles, reviews, verifies, and/or maintains comprehensive information, data, documents, and records; ensures information accuracy and compliance with applicable standards, policies, and procedures.
• Prepares and reviews budget requests; monitors budget spending, accounts, or bills; monitors fund availability; and provides status updates to departments.
• Prepares, edits, proofreads, reviews, prints, processes, maintains, and/or submits correspondence, reports, records, certificates, forms, letters, pay sheets, training schedules, contracts, payroll, and other general and financial documents; ensures information accuracy and compliance with applicable laws, standards, policies, and procedures; work may also include performing quantitative data analysis when necessary.
• Processes, monitors, reviews, and/or reconciles invoices, accounts, check requests, invoices, purchase orders, reimbursements, deposits, receipts, and IT or other tickets or requests; contacts personnel/departments/agencies via phone or email to collect payment dues, or facilitate assigned operations.
• Schedules and coordinates appointments, reservations, meetings, workshops, trainings, or other events/activities; maintains calendars; prepares meeting agendas; transcribes meeting minutes; sets up rooms/lab facilities; and coordinates with program participants and other relevant individuals.
• Plans and implements events, to include preparing promotional and other materials; managing enrollment processes; coordinating with event participants, vendors, media, and other parties; and performing other operations related to planning and organizing events/orientations/programs.
• Maintains and updates departmental systems or databases; updates websites and social media accounts; and provides technical support, to include training end-users on system operation, and troubleshooting basic technical issues.
• Performs customer service duties to include providing program/department information, referrals, or other services to students, staff, and other visitors; greeting and directing visitors, students, or staff to appropriate personnel/departments; and answering telephones.
• Coordinates and collaborates with internal and/or external personnel, departments, and agencies, when necessary, to communicate information, serve as a liaison, provide assistance or information, represent the College/department, maintain effective working relations, and facilitate event and departmental operations.
• Performs office management duties to include maintaining inventory; ordering supplies; and sorting and distributing mail.
• Performs other duties of a similar nature or level.
• This job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

• Modern office procedures, methods, and equipment;
• Applicable Federal, State, and college laws, policies, standards, and regulations.
• Filing and recordkeeping practices;
• Computers and related software applications;
• Event planning and organization principles;
• Customer service principles;
• Filing principles and practices;
• English language, grammar, and punctuation;
• Budget principles.

• Using a computer and related software applications;
• Utilizing modern office equipment;
• Providing customer service;
• Proofreading and editing documents;
• Preparing reports and forms;
• Typing correspondence, memos, and/or other related information;
• Planning and organizing events;
• Maintaining confidentiality;
• Assembling and organizing data and information;
• Monitoring a budget;
• Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others sufficient to exchange or convey information.

None.