What are the responsibilities and job description for the Executive Assistant position at Alamance Community College?
The Executive Assistant to the President, under the supervision of the Board Liaison, provides executive-level administrative support to ensure the efficient operation of the President's Office. This role facilitates the President's interactions and coordination with the Executive Vice President's Office, Vice Presidents, and other college departments, as well as engagement with external stakeholders. A key objective of this position is to support the President's initiatives in networking, advocacy, and communication within the college and the broader community.
Essential Duties And Responsibilities
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Education and/or Experience
Analytical Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs workflows and procedures.
Continuous Learning Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
Job Knowledge Competent in required job skills and knowledge; exhibits the ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how the job relates to others; uses resources effectively.
Use of Technology Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.
Problem-Solving Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations.
Communications Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
Cooperation Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
Oral Communication Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
Teamwork Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
Written Communication Able to read and interpret written information; writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively.
Business Acumen Understands business implications of decisions; aligns work with strategic goals.
Cost Consciousness Works within an approved budget; conserves organizational resources.
Diversity Shows respect and sensitivity for diversity and cultural differences; promotes a harassment-free environment.
Ethics Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.
Organizational Support Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities.
Adaptability Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
Personal Appearance Dresses appropriately for the position.
Attendance/Punctuality Is consistently at work; arrives at meetings and appointments on time.
Dependability Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.
Initiative Looks for and takes advantage of opportunities; asks for and offers help when needed.
Innovation Meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.
Planning/Organizing Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.
Quality Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
Quantity Completes work in a timely manner.
Safety and Security Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Language Skills Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Mathematical Skills Ability to calculate and apply concepts of basic mathematics. Â
Reasoning Ability Ability to apply common-sense understanding to carry out instructions furnished in written, oral, or diagram form.Â
Computer Skills To perform this job successfully, an individual should have general knowledge of database software, Internet software, spreadsheet software, and word processing software.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.
An ACC on-line application MUST be fully completed for consideration, which includes a required letter of interest, transcript attachment. Resume attachments are welcome but will not be accepted in lieu of complete application. Â
For faculty positions, all relevant full- and part-time teaching experience, including start and end dates of employment, should be included on the application. Also, all relevant full- and part-time work experience related to the teaching discipline should be included on the application, including start and end dates.
For non-faculty positions, all relevant full- and part-time work experience related to the position should be included on the application, including start and end dates.
Essential Duties And Responsibilities
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Responsible for the daily coordination of executive-level support and information across all programs and operational areas reporting to the President.Â
- Assists with extensive and critical planning for the President's Office, handling all aspects of delegated projects and meetings, including follow-through on meeting notes, tracking ongoing projects and processes, developing workflow systems to increase efficiency and effectiveness, and handling any ad hoc processes.
- Performs a variety of complex and confidential duties for high-level management staff involving the use of independent judgment and personal initiative.Â
- Demonstrates sensitivity in handling confidential information. .Regularly attends executive-level and President's Cabinet meetings, as well as other meetings at the President's request.
- Prepares correspondence and other communications on behalf of the President and is responsible for the President's internal and external communication activities with a diverse group of people, including state, local, and federal government; the public; employees; and students. Â
- Conducts background research, gathers information, and assembles and analyzes data to prepare reports and documents as required.
- Provides administrative and project management assistance and coordinates logistics and details for the President's events, activities, and meetings.
- Formulates and clearly communicates ideas to others, providing a variety of information to staff and others to assist workflow throughout the organization.
- Monitors deadlines, the status of documentation, scheduled activities, or other issues requiring timely action/response and performs follow-up on the status of items.Â
- Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for the President or other executive-level staff Â
- Monitors office budget for supplies, travel, or other expenses; monitors expenditures to ensure compliance with approved budget and develops draft budgets for new initiatives and special projects. Â Â
- Prepares presentations and metrics for the president.Â
- Monitors and ensures compliance with college, federal, state, and local laws and policies. Â
- Participates in special projects, including developing PowerPoint presentations.Â
- Communications and Interpersonal Contacts.Â
- Works and communicates with a diverse group of people, including state, local, and federal government; the public; employees; and students
- Interprets guidelines, regulations, policies, and procedures to support executive decision-making processes
- Resolves routine and complex problems independently, with minimal consultation with the supervisor.Â
Education and/or Experience
- Associate's degree with an emphasis in business administration, public administration, public policy, communications, public relations, or related discipline from an accredited institution and a minimum of five (5) years of experience providing key support to a CEO, president or executive director as a liaison to an executive office; or an equivalent combination of education and experience preferred.
- Excellent verbal and written communication skills and ability to write professional emails, letters, memorandums, minutes, reports, and other literature as may be necessary.
- Ability to establish and maintain effective working relationships and to collaborate with city officials, governmental and business officials, and executive-level staff.
- Ability to prioritize, plan, and execute multiple, complicated, and continuing assignments in a timely manner.
- Strong time management and planning capabilities.
- Solid judgment in terms of completing priorities, addressing urgent matters, confidentiality, and delegation of tasks.
- Proficient skills in the use of technical computer applications, including Google Works, Microsoft Office, enterprise resource management platforms, and similar packages.
- Ability to interpret county, state, and federal laws, policies, and procedures.
- Strong project management and follow-up skills.
- Excellent research skills and familiarity with governance requirements, e.g., record keeping.
- Ability to interact with staff at the highest organizational level.
Analytical Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs workflows and procedures.
Continuous Learning Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
Job Knowledge Competent in required job skills and knowledge; exhibits the ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how the job relates to others; uses resources effectively.
Use of Technology Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.
Problem-Solving Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations.
Communications Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
Cooperation Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
Oral Communication Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
Teamwork Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
Written Communication Able to read and interpret written information; writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively.
Business Acumen Understands business implications of decisions; aligns work with strategic goals.
Cost Consciousness Works within an approved budget; conserves organizational resources.
Diversity Shows respect and sensitivity for diversity and cultural differences; promotes a harassment-free environment.
Ethics Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.
Organizational Support Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities.
Adaptability Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
Personal Appearance Dresses appropriately for the position.
Attendance/Punctuality Is consistently at work; arrives at meetings and appointments on time.
Dependability Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.
Initiative Looks for and takes advantage of opportunities; asks for and offers help when needed.
Innovation Meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas.
Planning/Organizing Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.
Quality Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
Quantity Completes work in a timely manner.
Safety and Security Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Language Skills Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Mathematical Skills Ability to calculate and apply concepts of basic mathematics. Â
Reasoning Ability Ability to apply common-sense understanding to carry out instructions furnished in written, oral, or diagram form.Â
Computer Skills To perform this job successfully, an individual should have general knowledge of database software, Internet software, spreadsheet software, and word processing software.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.
- Walking
- SittingÂ
- StandingÂ
- SpeakingÂ
- HearingÂ
- Office SettingÂ
An ACC on-line application MUST be fully completed for consideration, which includes a required letter of interest, transcript attachment. Resume attachments are welcome but will not be accepted in lieu of complete application. Â
For faculty positions, all relevant full- and part-time teaching experience, including start and end dates of employment, should be included on the application. Also, all relevant full- and part-time work experience related to the teaching discipline should be included on the application, including start and end dates.
For non-faculty positions, all relevant full- and part-time work experience related to the position should be included on the application, including start and end dates.
