Job Description

Excellent Contract Executive Assistant Opportunity

Outstanding opportunity to work for a well-known college. If you have a passion for working in the educational field, this is a perfect role for you. AP is currently working with a higher ed facility to secure an experienced E.A. to join their team. This is a contract position but there is possibility for hire! Their mission is to provide essential services that positively impact campus life and all who engage in the community, including students, faculty, staff, guests and friends of the college. In order to do this, they need an experienced E.A. to support the Executive Director and Leadership Team.

You will manage a wide range of responsibilities. This person anticipates, initiates, coordinates, and follows up on multiple administrative activities and special projects. The role involves handling sensitive, confidential, strategic, and critical information with professionalism and discretion. The Executive Administrative Assistant is a liaison between the Executive Director and internal and external stakeholders including the Board. The Executive Administrative Assistant works collaboratively across departments to help ensure the organization and Executive Office meet its goals and mission.

Pay is up to $28/hour.

Responsibilities

• Responsible for the efficient operation of the Executive Director’s office
• Support department leaders with administrative needs including but not limited to: Associate Executive Director, Business Office, HR, IT, Marketing, Facilities
• Handle, screen, and respond to inquiries directed to the Executive Director, including phone calls and emails. Gather necessary information to assess priorities and ensure timely and accurate follow-up
• Anticipate leaders’ and employees’ needs to proactively bring appropriate people and resources together to support the Executive Director
• Act as the Executive Director’s representative and ambassador to internal and external constituents and stakeholders. Communicate and interact with employees, campus administrators, faculty, staff, students and other business associates and stakeholders
• Manage calendars for the Executive Director and Associate Executive Director & Business Officer, including coordinating meeting schedules, conference calls, and prioritizing business appointments. Includes having knowledge of the Executive Director’s activities and advising appropriate parties using discretion relating to sensitive, confidential or personal information.
• Organize and maintain structure of the office; ensure a positive office appearance and upkeep to present an acceptable first impression for visitors, staff and students
• Establish, develop, and maintain the filing system for the office and retrieve information from files when needed
• Reconcile the Executive Director’s spending by gathering credit card receipts, preparing documentation, and obtaining appropriate signatures.
• Facilitate contract processes by reviewing contracts, scheduling meetings and facilitating the transfer of documents between parties and legal teams
• Support and uphold a working relationship with the CAS Board of Directors. Perform related administrative duties for the Board of Directors to include but not limited to, schedule Board of Directors and Committee meetings, prepare, assemble and distribute agendas and supporting documents to members, attend meetings and take and transcribe minutes for review and issuance, create presentations for the Board meetings, maintain listings and schedule annual training.
• Ensure that all required permits are current, and that new permits are displayed per DOH requirements. Prepare documentation to be filed with the NYS Liquor Authority Board; prepare submissions for NYS Liquor Authorities to renew licenses.
• Responsible for planning and organizing retreats, meetings, events, and materials as requested. Collaborate with other departments and handle logistics and ensure spending is within budget for events and meetings on behalf of the Executive Office.
• Set agendas and meeting minutes for Leadership Team meetings and other meetings involving the Executive Office
• Responsible for maintaining process flows of RFPs

Education

• Associate’s degree with a minimum of 1 year of related experience or a minimum of 3 years of experience in an administrative position.
• Or equivalent combination of education and/or experience.

Knowledge, Skills, Abilities, and Other Characteristics

• Attention to detail
• Excellent interpersonal, writing and communication skills
• Professionalism- demonstrate the ability to represent the high standards of CAS in all business dealings
• Skilled in office administrative procedures
• Maintain and handle sensitive and confidential situations
• Analytical skills to gather and summarize data for reports
• Problem-solver and high judgement and decision-making skills
• Time management, prioritization and organization skills
• Advanced skills in Microsoft Office and/or Google software suites
• Comprehension and reading skills to read and interpret documents such as safety rules, procedure manuals, operating instructions
• Strong writing skills to write routine correspondence

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