What are the responsibilities and job description for the Executive Assistant I - 003102 position at University of South Alabama?
Minimum Qualifications
High school diploma or equivalent and six years of progressively responsible administrative and secretarial experience. An equivalent combination of education and experience may be considered.
Preferred Qualifications
Job Description Summary
The University of South Alabama’s Marketing and Communications department is seeking to hire an Executive Assistant. Interested candidates should apply to be considered.
Essential Functions
These are the job duties required of the position.
Essential Functions
- Works directly for and serves as Executive Assistant to the Vice President of Marketing and Communications, including communicating with staff and other, maintaining calendar appointments and events, arranging departmental meetings, and providing additional support to other senior leaders in the department.
- Exercises discretion concerning highly sensitive and confidential information.
- Proactively manages scheduling appointments and managing conflicts as they arise.
- Schedules and plans complex and large meetings to include time, space, and location.
- Schedules and plans conferences and events, including making facilities reservations, preparing and distributing invitations, ordering food, etc.
- Serves as liaison between the Vice President and all other University offices and entities.
- Compiles information, drafts original documents and reviews forms requiring the VP’s signature.
- Prepares travel requests and travel and other expense reimbursements, personnel action forms, requisitions, purchase orders, direct pays/invoices, contractual agreements, journal vouchers, purchasing card and other University forms.
- Submits time off requests for the Vice President and manages time of requests from direct reports.
- Reviews, updates, and approves all messages sent for publication in the Daily Digest, according to University policy.
- Orders and maintains office supplies and equipment, special orders, and furniture, proactively anticipating needs.
- Schedules maintenance and service and ensures all work and/or orders are completed.
- receives, reviews, and directs incoming mail and phone requests.
- Manages departmental email accounts and requests.
- Maintains an account and assists with posting Board of Trustee agenda to the Secretary of State website.
- Welcomes visitors and procures and issues visitor parking passes within the rules and guidelines of Parking Services.
- Composes and responds to inquiries not requiring the personal attention of the Vice President.
- Prepares various letters, documents, and forms as directed.
- Reviews and edits documents for accuracy and completeness.
- Maintains confidential files.
- In conjunction with others in the departments, hires, and helps supervise student assistants to include scheduling, training, and approving timesheets.
- Assists with projects as needed.
- Regular and prompt attendance.
- Ability to work schedule as defined and additional hours as required.
- Related duties as required.
Posting Information
Number of Vacancies
1
Position End Date (if temporary)
Job Open Date
12/20/2024
Job Close Date
Open Until Filled
Yes
Special Instructions to Applicants
Working Days
Monday - Friday
Working Hours
8:00 a.m. - 5:00 p.m.
Job Location
Main Campus
Full-time or Part-Time
Full Time
Regular or Temporary
Regular
