Executive Administrative Assistant

Department: Business and Finance

Reports To: Chief Financial Officer & Vice President for Institutional Advancement

Classification: Non-Exempt

Location: Lane College, Jackson, TN

Position Overview

Are you a proactive, highly organized professional who thrives in fast-paced, mission-driven environments? Lane College is seeking an Executive Administrative Assistant to support key leaders within the Business and Finance and Institutional Advancement division. This pivotal role offers the opportunity to work directly with senior executives, providing high-level administrative and strategic support that contributes to the success of institutional initiatives.

The ideal candidate is a polished communicator, detail-oriented problem-solver, and multitasker who brings discretion, professionalism, and efficiency to every task.

Key Responsibilities

• Provide executive-level administrative support to the CFO and Vice President for Institutional Advancement.
• Manage complex calendars, schedule high-level meetings, and coordinate travel arrangements.
• Prepares and/or edits high-level confidential materials and correspondence, reports, memos, and other official documents.
• Serve as a liaison, screening and prioritizing communications to and from senior leadership.
• Assist with meeting preparation: create agendas, take minutes, and follow up on action items.
• Complete data entry work, in both PC software databases, and Raiser’s Edge database/NXT, as needed.
• Supports the VP in budgeting including, but not limited to, purchase orders, credit card expenses and budget reconciliation.
• Maintain digital and physical filing systems, ensuring confidentiality and accuracy.
• Greet and support visitors and clients with professionalism and discretion.
• Coordinate office operations including ordering supplies and handling invoices.
• Support executive project management with organization and follow-up tasks.
• Perform other duties as assigned to support strategic and operational priorities.

Qualifications and Experience

Required:

• Bachelor’s degree in business administration, communications, or a related field
• Minimum of 3–5 years in an executive or administrative support role
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Exceptional verbal and written communication skills
• Ability to manage sensitive information with integrity and discretion
• Strong organizational and time management abilities

Preferred:

• Experience in higher education or nonprofit environments.
• Familiarity with virtual meeting tools (Zoom, Teams) and project management software.

Work Environment and Schedule

• Primarily office-based with occasional campus walking or stair climbing.
• Must be able to sit for extended periods and lift up to 5 pounds occasionally.
• Some evenings or weekends may be required during peak periods or events.

Why Join Lane College?

At Lane College, you will be part of a historic and purpose-driven institution committed to academic excellence and community leadership. As Executive Administrative Assistant, you’ll play an integral role in helping our leaders shape the future of the college while enjoying a collaborative, supportive work environment that values growth and service.