Executive Assistant-Adult Education

The Executive Assistant serves as the principal administrative and executive support professional for the Chief Adult Education and Learning Officer. This position functions as the primary point of coordination for the Directors office and plays a critical role in supporting statewide leadership strategic initiatives policy implementation and day-to-day operations of Alabamas Adult Education Division.

The Executive Assistant must demonstrate exceptional professionalism discretion organizational ability and judgment while managing confidential information coordinating high-level meetings preparing executive correspondence and facilitating communication with internal and external stakeholders including the Alabama Community College System (ACCS) federal agencies local adult education providers community colleges workforce partners and business and industry. This position requires the ability to anticipate needs manage multiple competing priorities and operate independently in a fast-paced executive environment.

1. Manage the Chief Adult Education and Learning Officers calendar appointments and scheduling priorities.
2. Coordinate travel arrangements conference registrations and travel reimbursements.
3. Prepare daily briefing materials and executive schedules.
4. Screen calls visitors and correspondence on behalf of the Chief Adult Education and Learning Officer.
5. Prioritize requests and ensure timely follow-up.
6. Maintain executive files and confidential records.
7. Draft correspondence memoranda speeches presentations reports and briefing documents.
8. Review documents for accuracy consistency formatting and policy compliance.
9. Maintain professional communications with federal state and local partners.
10. Coordinate meetings of the Adult Education State team.
11. Prepare meeting agendas briefing books and supporting documentation.
12. Record action items and monitor completion.
13. Coordinate logistics for statewide meetings advisory groups and executive events.
14. Track implementation of strategic initiatives and special projects.
15. Coordinate cross-functional activities among Adult Education staff.
16. Monitor completion of assignments issued by the Chief Adult Education and Learning Officer.
17. Assist in maintaining division policies operational procedures and administrative guidance.
18. Coordinate document routing and approvals.
19. Support procurement purchasing and administrative processes.
20. Maintain office procedures and administrative systems.
21. Coordinate purchasing and office supplies.
22. Process invoices and procurement documentation.
23. Manage records management systems.
24. Coordinate onboarding logistics for new staff.

SECONDARY JOB DUTIES & RESPONSIBILITIES

1. Other duties as assigned.

TOOLS & EQUIPMENT USED IN JOB

Computer/Laptop Scanner Copier Phone Microsoft Office

REQUIRED

1. Associate degree in a related field.
2. Five years of progressively responsible executive administrative support experience.
3. Experience supporting senior executives or government leaders preferred.
4. Demonstrated proficiency in Microsoft Office Suite.
5. Excellent written and verbal communication skills.
6. Exceptional organizational and time management abilities.
7. Ability to sit for extended periods.
8. Occasional lifting of materials up to twenty-five pounds.
9. Travel within Alabama and occasional out-of-state travel.
10. Ability to operate standard office equipment.

PREFERRED

1. Bachelors degree in a related field from a regionally accredited institution.

1. Experience with adult education workforce development or state government.

1. Knowledge of Alabama state government operations.

1. Experience coordinating executive-level projects Experience preparing policy documents and executive reports.

1. Familiarity with WIOA AEFLA community colleges or workforce programs

Applications must be filed online at: complete application packet must be submitted by the posted deadline to be considered for this position. Applicants who fail to submit all required information will be disqualified. A complete application packet consists of:

1. Online application
2. Cover letter
3. Current resume
4. Separate list of four (4) professional references (not letters) with complete contact information
5. Unofficial or official transcripts showing degree(s) conferred and conferral dates

• All application materials must be scanned. It is recommended that you have digital (preferably .pdf) copies of your cover letter resume list of references and transcripts showing degree(s) and conferral dates ready to upload before you begin the application process.
• WE DO NOT ACCEPT E-MAILED APPLICATIONS.
• When you finish the online application procedure you will receive an on-screen notice that you have successfully applied. HOWEVER this does not mean that your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement.