Executive Assistant at Entech Staffing Solutions

Entech Staffing Solutions is seeking an Executive Assistant for an educational institution in Flint, MI. This full-time, contract position pays $28.00-$30.00/hr based on experience.

This position provides administrative assistance in the planning, managing and coordinating of activities necessary for the strategic operation of a high-level Administrator’s office. The Executive Assistant contributes to the office’s effectiveness and efficiency by performing daily/recurring/routine assignments for the Administrator, the Chief of Staff, the Board of Trustees, as well as the Board Relations Coordinator, and by providing high quality customer service to persons visiting the Office of the Administrator. The Executive Assistant understands the policies, procedures, and priorities of the Office of the Administrator and takes responsibility, whenever necessary, to facilitate the timely and accurate completion of projects.

Given the role of this position in supporting the Administrator and interacting with a diversity of persons, including students, the Board of Trustees, and senior management, the Executive Assistant regularly handles confidential and sensitive materials and information and must deal in a professional, confidential and courteous manner at all times. The Executive Assistant must have the ability to exercise good judgment in a variety of situations, possess flexible, open and expansive thinking skills, and have the ability to work independently on tasks and projects, from conception to completion. The Executive Assistant must be innovative and creative and be dedicated to working in an environment that is committed to student and employee success.

Essential Duties/Major Accountabilities:

Provide Administrative Support to the Administrator

1. Monitor and manage Administrator’s schedule of appointments, meetings, and community activities/events.

2. Schedule and arrange meetings called by the Administrator (includes securing meeting location, notification to attendees, agenda preparation, preparation and assemble of material, meeting notes and follow-up, food and beverage arrangements).

3. Conduct follow-up activities after meetings (i.e., execution of contracts and other such documents).

4. Create Power Point presentations, and other presentation materials, for the Administrator’s use.

Provide Administrative Support for the Board of Trustees

1. May provide support to produce, assemble and copy, in cooperation with Administrator and Board Relations Coordinator, all materials related to Board Meeting and subcommittee meetings (monthly meeting notices, agenda, resolutions, etc.). Additionally, assists in preparation of monthly board sub-committee meetings and regular board meeting by ensuring that documents are complete, ordering food and supplies, disseminating agendas to board, administration and college community.

2. Oversees the flow of information to and from the Board. In cooperation with the Administrator, prepares initial draft of weekly informational letters to Board of Trustees for Administrator’s review and signature; is expected to track potential topics/items.

3. May assist to coordinate and facilitate Board attendance at functions.

4. Maintains official records of meeting agendas, minutes, policies and other information pertinent to the Board of Trustees and as required.

5. Maintain accurate archive of board policies and resolutions.

Event Planning and Coordination

1. Assists or performs lead role (when assigned/appropriate) in planning and coordinating both large and small-scale events such as forums, town hall meetings, meetings, receptions, open houses, luncheons, dinners and other special events for the Administrator.

Office Operations

1. Process all bills for payment.

2. Coordinate with Accounting Department to expeditiously process payments and reimbursements.

3. Prepare departmental payroll for Administrator’s Office and submit to Administrator for approval.

4. Update employee leave banks.

5. Review and prepare annual budget (for Administrator’s Office accounts and Board of Trustees) for Administrator’s approval.

6. Assemble necessary back-up documentation for reports, correspondence, etc.

7. Coordinate all travel arrangements (transportation, hotel, conference registration) for Administrator.

8. Prepare and submit expense reports.

9. Maintain record/documentation of all travel expenses for Administrator.

General Administrative Duties

1. Compose correspondence, and draft communications and speeches to administration, staff, faculty and community for the Administrator as necessary and appropriate (includes preparation of confidential material).

2. Generate mail merge documents and labels for bulk mailings from the Administrator’s Office using Access and Microsoft Word.

3. Sort and prioritize incoming mail; generate appropriate responses and/or forward to appropriate staff for any necessary follow-up.

4. Maintain filing system, updating as necessary.

5. Ensure that files are located quickly when needed or requested.

6. Greet students and visitors, creating positive public relations for the College. Also assist students with “problems,” resolving their problems if within scope of assignments or directing them to the appropriate person or area.

7. Schedule and maintain Administrator’s Conference Room to facilitate its use by others.

8. Monitor and maintain an inventory of supplies.

9. Collects information and prepares reports when assigned. Assembles information in response to complaints filed with, brought to Office of Administrator.

10. Routes correspondence to appropriate individuals, offices.

11. Assist with the preparation of marketing materials.

12. Responds to inquiries received by the Administrator’s Office.

13. Other duties as assigned or required.

Accountability Standards for all Department Staff:

1. Promote positive image of Administrator, Board, and College as a whole by ensuring that all communication, both verbal and written, adheres to or exceeds professionally accepted standards.

2. Assist Administrator in meeting strategic objectives of the college.

3. Maintain open communication with board members allowing them to carryout their duties as elected representatives of the community.

4. Provide high level of customer service to students, faculty, staff members and the external community.

5. Coordinate work efforts with other appropriate groups

6. Coordinate efforts and maintain open lines of communication to ensure that all necessary work is completed in a timely manner.

7. Consistent and timely attendance.

Minimum Required Knowledge, Skills, and Abilities:

1. Associate’s degree or equivalent in Business Management, English, Communications, Social Sciences, or related field.

2. Five (5) years of administrative experience performing the full range of equivalent tasks above in an organization of similar size and complexity.

3. Demonstrate ability to compose letters, memorandums, and various other correspondences.

4. Typing speed of 65 wpm.

5. Computer skills to include a good working knowledge of current versions of word processing, spreadsheet, presentation, and communications (email) software (i.e., Microsoft Office Word, PowerPoint, Excel, Access, and Gmail).

6. Confidentiality, integrity, and good judgment, with strong interpersonal skills including the ability to perform duties in a responsible, cheerful, positive, courteous, and professional manner.

7. Must be able to work under pressure, in a hectic environment with frequently changing demands.

8. Must be self-motivated, flexible, and adaptable, and a team player.

9. Demonstrated proactive approaches to problem-solving with strong decision-making capabilities.

10. Ability to plan, prioritize and organize with appropriate follow-up.

11. Must be innovative and creative along with possessing flexible, open, and expansive thinking skills.

12. Ability to work independently on tasks and projects, from conception to completion.

13. Must be dedicated to working in an environment that is committed to student and employee success.

14. Ability to work flexible hours necessary to maintain office operations.

Additional Preferred Qualifications:

1. Prior experience working for senior level management in an organization of similar size and complexity.

2. Knowledge and skills in graphic arts design and desk-top publishing software.

Unique Aspects of Job:

The Office of the Administrator is considered to be the “nucleus” of the college – and the Executive Assistant is often the first point-of-contact for both the internal and external college community. As such, he/she must be able to understand questions and problems posed by, and confidently communicate with a wide variety of persons over the phone and in person. In addition, the Executive Assistant must be cognizant of certain key individuals (community and business leaders) who frequently meet with the Administrator, and interact with them accordingly. The Executive Assistant is also called upon to create various publications (i.e. flyers, brochures, report) for the Administrator.

Physical Requirements:

1. Must be able to remain in a stationary position approximately 80% of the time.

2. The person in this position needs to occasionally move about inside the office to access file cabinets, etc.

3. Constantly operates a computer and other office productivity machinery.

4. The person in this position frequently communicates with others on a wide variety of topics and must be able to exchange accurate information in these situations.

5. Occasionally moves supplies and equipment weighing up to 30 pounds short distances.

Hours/Schedule:

The normal work schedule for this position is 8:00 a.m. to 5:00 p.m., Monday through Friday. However, individual may be required to work and/or attend special events and functions at times outside of normal work schedule (evenings and weekends).

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