What are the responsibilities and job description for the Executive Assistant position at Allegiance Staffing?
Job Description
Job Description
Position Summary :
The Executive Assistant provides high-level administrative support. This role requires exceptional organizational skills, discretion, and professionalism while handling confidential information and managing a wide range of administrative tasks. The Executive Assistant serves as a key liaison between the executive and faculty, staff, students, and external partners.
Key Responsibilities :
Administrative Support :
Manage the executive’s calendar, schedule appointments, and coordinate meetings.
Prepare agendas, take meeting minutes, and distribute follow-up actions.
Handle incoming and outgoing correspondence, including emails, letters, and reports.
Maintain accurate records and filing systems, both digital and physical.
Communication & Coordination :
Serve as the primary point of contact for the executive, screening calls and responding to inquiries.
Draft and edit reports, presentations, and communications for internal and external audiences.
Coordinate travel arrangements, itineraries, and reimbursements.
Assist in event planning, including faculty meetings, conferences, and university functions.
Operational & Project Management :
Support the planning and execution of special projects and initiatives.
Monitor budgets, track expenses, and process invoices as needed.
Ensure compliance with university policies and procedures.
Collaborate with various departments to streamline administrative processes.
Required Qualifications :
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools.
Excellent written and verbal communication skills.
Ability to handle confidential and sensitive information with discretion.
Strong organizational skills and attention to detail.
Ability to multitask, prioritize workload, and meet deadlines in a fast-paced environment.
Preferred Qualifications :
Experience working in a university or academic setting.
Familiarity with learning management systems
Knowledge of budget management and financial reporting.
Bachelor's degree in Business Administration, Communications, Education, or a related field.
Work Environment :
This position may require occasional evening or weekend
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