What are the responsibilities and job description for the Executive Administrative Assistant position at Iowa Central Community College?
Description Summary
The Executive Administrative Assistant is responsible for providing primary administrative support. Works independently performing a wide range of complex and confidential administrative and clerical support duties. Requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts. Requires extensive knowledge of the college and departmental policies and procedures.
Examples of Duties
Constant (67-100%)
- Performs all duties of an Administrative Assistant
- Provide confidential executive support including assisting with or preparing formal written or electronic correspondence, answering phone calls, arranging and scheduling meetings, developing and maintaining office files and budget reports, and other general administrative needs.
- Reviews, assesses routes, answers and monitors follow up action steps on correspondence. Gathers and analyzes information required for administrative reporting.
- Maintain recordkeeping and database for the department.
- Prepare and assist in the preparation of reports and presentations for supervisor.
- Serves as principal contract and source of information for customers of the department, including faculty, students, staff, and external customers.
- Manages complex calendars, arranges for meetings, appointments and travel arrangements.
- Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email and other technical applications.
- Exercises independent judgment.
- Purchases and maintains inventory of supplies for department.
- Creates and maintains filing systems.
- Monitors budget including tracking expenditures and providing reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures.
- Schedules, attends, and participates in a variety of professional meetings, committees, and events.
- Other duties as assigned.
PERFORMANCE EXPECTATIONS:
1. Be able and willing to represent Iowa Central Community College in a positive manner with prospective, former, and current students, clients, suppliers, and the community we serve.
2. Must have ability and desire to learn new technologies as presented.
3. Must exhibit strong human relations skills.
4. Must be able to communicate clearly and concisely both orally and in writing.
5. Must exhibit a working knowledge of personal computers and general office equipment.
6. Must be able to get along with diverse personalities.
7. Must exhibit ability to work efficiently and accurately in an atmosphere of frequent interruptions.
8. Must be able to conduct activities in the office in a manner which is acceptable and consistent with department and college policy.
9. Must be highly self-motivated individual with strong organizational skills.
10. Must have ability to assume responsibility, deal effectively with problems and exercise good judgment when making decisions.
12. Must exhibit ability to manage multiple tasks simultaneously.
14. Must possess orientation to detail.
15. Must exhibit ability to maintain confidentiality.
16. Must be able to perform the above duties in a manner which strengthens the coordination and cooperation of all organizational components of the college.
Qualifications
Associate’s degree or any combination of experience, education and demonstrated knowledge, skills, and abilities (KSA) needed to perform the job is required.
Supplemental Information
GENERAL PHYSICAL ACTIVITIES WITH OR WITHOUT A REASONABLE ACCOMMODATION:
Position involves constant (67-100%) sitting, standing, and walking in office areas, talking to or listening to persons over the telephone and in person; frequent (34-66%) sitting, visual activity and repetitive motion while utilizing computer equipment; and occasional (10-33%) stooping, kneeling, crouching, reaching, pulling, pushing, and carrying/lifting up to 25 pounds.
The statements contained herein reflect general details as necessary to describe the essential job duties/responsibilities and performance expectations of the job, which should not be considered an all-inclusive listing of work requirements. Individual may perform other duties as assigned.
