Executive Assistant
Executive Assistant
Posted on :
05-04-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
05-04-2025
Job Description
Position Summary
This position is responsible for providing administrative and project management support for the Senior Vice President of the Office of Institutional Advancement. Major tasks include managing office operations supervising office activities developing and implementing policies and procedures and ensuring that the Senior Vice Presidents schedule and responsibilities are managed effectively.
Essential Duties And Responsibilities
Serves as the communications liaison between the Senior Vice President and both internal and external key constituents. Retrieves organizes and prioritizes telephone mail electronic and facetoface communications for appropriate and expeditious response; Implements all followup actions as identified. Ensures the effective management of the administrative and project workload of the Senior VicePresident; As directed schedules and coordinates meetings for the Senior Vice President with internal and external constituents; ensures that research and supporting documentation are provided for all activities that include the Senior Vice President. Uses project and time management software systems to coordinate and monitor the Senior Vice President and divisional calendars itineraries meetings projects and deadlines; Serves as custodian of fundraising information data and documents needed by the Senior Vice President and other internal and external customers. Ensures that information is timely accurate available and easily retrievable; proficiency with the CRM Advance database and other software used at the College is a plus; Coordinates the logistics of all interdivisional communications meetings and planning efforts. Tracks renewal of professional dues and subscriptions to professional journals Maintains the Office of SVP for Institutional Advancement Procedures Manual; Manages the office space and oversees the office allocation of the Division. Monitors and orders all office equipment and supplies. Ensures that office equipment is properly maintained; ensures that all office supplies needed are in place. Assesses develops and ensures procedures for efficient office processes for customer service and communications; Consults and collaborates with the Senior Vice President on advancement services priorities and ensures that they are addressed quickly and consistently. Identifies evaluates and resolves administrative issues quickly.
Physical Demands
While performing the duties of this job the employee is regularly required to: sit walk use hands to handle office supplies operate computer and other office equipment talk and hear. The employee is frequently required to: reach with hands and arms. The employee is occasionally required to: stand stoop and move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.
Required Qualifications
A Bachelors degree five years of directly related work or an equivalent combination of education and experience are required. This position requires excellent interpersonal customer service and organizational skills; telephone techniques and etiquette; and recordkeeping techniques. This person must possess the ability to prioritize effectively maintain confidentiality handle matters with tact and diplomacy interact in a diverse community manage details and adapt to changing situations. The ideal candidate will model collaborative teamwork performance excellence and professionalism for the division. Stellar oral and written communication skills are required. The ability to read analyze and interpret business correspondence operating and maintenance instructions and technical procedures is essential. The employee must have exemplary proofreading skills. The ability to speak effectively when interacting with the public and the entire Spelman community is required. This work requires the ability to perform advanced level computer skills using the Microsoft Office Suite (Word Excel and PowerPoint). In addition to producing correspondence duties may involve assignments that require creating mail merges creating brochures newsletters fliers forms reports and spreadsheets using formulas graphs; and able to utilize email systems such as Outlook; Banner Financial Module and Internet navigation.
Preferred Qualifications
None
This position is responsible for providing administrative and project management support for the Senior Vice President of the Office of Institutional Advancement. Major tasks include managing office operations supervising office activities developing and implementing policies and procedures and ensuring that the Senior Vice Presidents schedule and responsibilities are managed effectively.
Essential Duties And Responsibilities
Serves as the communications liaison between the Senior Vice President and both internal and external key constituents. Retrieves organizes and prioritizes telephone mail electronic and facetoface communications for appropriate and expeditious response; Implements all followup actions as identified. Ensures the effective management of the administrative and project workload of the Senior VicePresident; As directed schedules and coordinates meetings for the Senior Vice President with internal and external constituents; ensures that research and supporting documentation are provided for all activities that include the Senior Vice President. Uses project and time management software systems to coordinate and monitor the Senior Vice President and divisional calendars itineraries meetings projects and deadlines; Serves as custodian of fundraising information data and documents needed by the Senior Vice President and other internal and external customers. Ensures that information is timely accurate available and easily retrievable; proficiency with the CRM Advance database and other software used at the College is a plus; Coordinates the logistics of all interdivisional communications meetings and planning efforts. Tracks renewal of professional dues and subscriptions to professional journals Maintains the Office of SVP for Institutional Advancement Procedures Manual; Manages the office space and oversees the office allocation of the Division. Monitors and orders all office equipment and supplies. Ensures that office equipment is properly maintained; ensures that all office supplies needed are in place. Assesses develops and ensures procedures for efficient office processes for customer service and communications; Consults and collaborates with the Senior Vice President on advancement services priorities and ensures that they are addressed quickly and consistently. Identifies evaluates and resolves administrative issues quickly.
Physical Demands
While performing the duties of this job the employee is regularly required to: sit walk use hands to handle office supplies operate computer and other office equipment talk and hear. The employee is frequently required to: reach with hands and arms. The employee is occasionally required to: stand stoop and move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.
Required Qualifications
A Bachelors degree five years of directly related work or an equivalent combination of education and experience are required. This position requires excellent interpersonal customer service and organizational skills; telephone techniques and etiquette; and recordkeeping techniques. This person must possess the ability to prioritize effectively maintain confidentiality handle matters with tact and diplomacy interact in a diverse community manage details and adapt to changing situations. The ideal candidate will model collaborative teamwork performance excellence and professionalism for the division. Stellar oral and written communication skills are required. The ability to read analyze and interpret business correspondence operating and maintenance instructions and technical procedures is essential. The employee must have exemplary proofreading skills. The ability to speak effectively when interacting with the public and the entire Spelman community is required. This work requires the ability to perform advanced level computer skills using the Microsoft Office Suite (Word Excel and PowerPoint). In addition to producing correspondence duties may involve assignments that require creating mail merges creating brochures newsletters fliers forms reports and spreadsheets using formulas graphs; and able to utilize email systems such as Outlook; Banner Financial Module and Internet navigation.
Preferred Qualifications
None
Employment Type
Full Time
Key Skills
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