Executive Administrative Assistant

COLLEGE OF MAINLAND; Texas City (TX); On-site; USD 52,559 - 65,699; Full time

Job summary

College of the Mainland seeks an experienced administrative assistant to support the Vice President and staff. This role involves leading dayday office operations, coordinating meetings, handling confidential documents, and supporting project planning across multiple units.

Qualifications include an Associates or Bachelors degree with several years of experience, strong communication skills, and proficiency with data/reporting tools and budgeting processes.

Qualifications

• Associates Degree in a related field and at least 3 years of administrative experience required.
• Bachelors Degree in a related field and 3 years of administrative experience preferred.
• Strong interpersonal and communication skills with diverse constituencies.
• Ability to gather data, compile information, and prepare reports.
• Records maintenance skills.
• Skill in budget preparation and fiscal management.
• Ability to use independent judgment and to manage and impart confidential information.
• Ability to analyze and solve problems.
• Ability to plan, develop, and coordinate multiple projects.
• Skill in organizing resources and establishing priorities.
• Demonstrated ability to maintain confidentiality.
• Knowledge of office management principles and procedures.
• Skills in the use of database management, word processing, spreadsheet, and/or presentation software.
• Organizing and coordinating skills.
• Ability to foster a cooperative work environment.
• Knowledge of general accounting principles.
• Knowledge of human resources administration principles and practices.

Responsibilities

• Oversees and administers the dayday activities of the office; develops procedures and systems to ensure productive and efficient operation.
• Provides assistance and support in problem solving, project planning, and development and execution of stated goals and objectives.
• Prepares correspondence, reports, and manuscripts while maintaining confidentiality of such documents as required.
• Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions on operational and programmatic matters concerning the office.
• Organizes and facilitates meetings, conferences, and other special events; coordinates and attends committee meetings, and participates in committee discussions as appropriate.
• Enters, edits, and retrieves data and prepares periodic or special reports, using a computer system and following established formats and menus.
• Oversees the operation of office accounts, and plans and monitors expenditures; develops and/or coordinates budgets for the office and associated accounts as appropriate.
• Provides and/or oversees provision of staff support to the office, handling walkup and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence, handling daydto-day problems and situations, and providing secretarial support.
• Performs miscellaneous jobrelated duties as assigned.

Skills

Interpersonal skills

Data gathering

Records maintenance

Budget preparation

Confidentiality

Problem solving

Project coordination

Prioritization

Office management

HR concepts

Education

Associates Degree

Bachelors Degree

Tools

Database management

Word processing

Spreadsheet software

Presentation software

Job description

Provides varied secretarial and office administrative assistance to the Vice President and associated professional staff. Includes supporting a designated unit or section and related supervisory or professional staff, and overseeing additional office support personnel.

Preferred Education and Experience

• Associate’s Degree in a related field and at least 3 years of administrative experience required.
• Bachelor’s Degree in a related field and 3 years of administrative experience preferred.

Preferred Knowledge & Skills

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to gather data, compile information, and prepare reports.
• Records maintenance skills.
• Skill in budget preparation and fiscal management.
• Ability to use independent judgment and to manage and impart confidential information.
• Ability to analyze and solve problems.
• Ability to plan, develop, and coordinate multiple projects.
• Skill in organizing resources and establishing priorities.
• Demonstrated ability to maintain confidentiality.
• Knowledge of office management principles and procedures.
• Skills in the use of database management, word processing, spreadsheet, and/or presentation software.
• Organizing and coordinating skills.
• Ability to foster a cooperative work environment.
• Knowledge of general accounting principles.
• Knowledge of human resources administration principles and practices.

Job Duties

1. Oversees and administers the day‑to‑day activities of the office; develops procedures and systems to ensure productive and efficient operation.
2. Provides assistance and support in problem solving, project planning, and development and execution of stated goals and objectives.
3. Prepares correspondence, reports, and manuscripts while maintaining confidentiality of such documents as required.
4. Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions on operational and programmatic matters concerning the office.
5. Organizes and facilitates meetings, conferences, and other special events; coordinates and attends committee meetings, and participates in committee discussions as appropriate.
6. Enters, edits, and retrieves data and prepares periodic or special reports, using a computer system and following established formats and menus.
7. Oversees the operation of office accounts, and plans and monitors expenditures; develops and/or coordinates budgets for the office and associated accounts as appropriate.
8. Provides and/or oversees provision of staff support to the office, handling walk‑up and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day‑to‑day problems and situations, and providing secretarial support.
9. Performs miscellaneous job‑related duties as assigned.

Physical Requirements

• No or very limited physical effort required.
• No or very limited exposure to physical risk.
• Work is normally performed in a typical interior/office work environment.

Salary Range

• Minimum: $52,559
• Maximum: $65,699

EEO Statement

College of the Mainland is an affirmative‑action/equal‑opportunity institution and does not discriminate on the basis of race, color, sex, age, national origin, religion, disability or veteran status. College of the Mainland does not discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of its programs and activities, as specified by federal laws and regulations within Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and 1992.