Executive Assistant

Position Summary

Assigned to Cabinet-level leaders in a multi-faceted environment to provide diversified, high-level administrative support, operational coordination, and project management with assigned Cabinet member’s oversight and approval. Serves as the primary point of contact and liaison with internal departments and external partners; oversees day-to-day office operations; manages the complexity of calendars, communications, budgets, and events; maintains confidential records; and advances executive and departmental priorities through proactive planning and execution. The role requires discretion, independent judgment, and strong proficiency with modern collaboration and productivity tools.

Primary Duties Performed

• Acts as gatekeeper and primary point of contact for internal and external communications, demonstrating professionalism and discretion; screens, analyzes, and responds to inquiries and correspondence.
• Manages calendars, as well as meeting logistics and travel arrangements when directed by leadership; prepares detailed itineraries and reconciles expenses.
• Prepares, edits, and formats executive correspondence, presentations, reports, and briefing materials for executive approval and disbursement; ensures accuracy and alignment with College standards.
• Organizes and facilitates meetings, conferences, and College/department events; coordinates agendas, takes and distributes minutes, tracks action items, and ensures deadlines are met.
• Administers and monitors expenditures; assists with departmental budgets; manages procurement card processes; partners with Finance to ensure timely payment of invoices.
• Oversees supplies and vendor coordination (inventory, ordering, and alignment with procurement policies).
• Receives, compiles, and maintains confidential documents and records; manages records and retention consistent with College policy.
• Develops and maintains content on department pages for the College intranet and internet with the approval of leadership; supports executive communications and alignment with College brand standards in partnership with MarCom.
• Independently researches, prioritizes, and follows up on issues addressed to executives, including sensitive/confidential matters; determines appropriate course of action, referral, or response.
• Coordinates cross-functional projects and initiatives; leverages collaboration tools (e.g., Microsoft 365, SharePoint/Teams), and basic project management practices to support executive priorities.
• May represent executives to business, professional, community, and governmental groups and facilitate stakeholder engagement.
• Maintains and refines internal processes to expedite workflows, ensure best practices, and improve executive productivity.
• Performs other job-related duties as assigned.

Qualifications/Experience

• Associate’s Degree (or equivalent experience) and at least five (5) years of progressively responsible administrative/executive assistant experience.
• Demonstrated proficiency with Microsoft Office/365 applications.
• Experience supporting budgets/expenses and coordinating complex schedules and travel.

Working Conditions

• N/A

Physical Requirements:

• N/A