Executive Assistant (ACC PD)

austincc; United States; On-site; USD 45,000 - 70,000; Full time

Job summary

Austin Community College seeks an Executive Assistant to provide executive level administrative support. The role involves managing complex calendars, drafting and routing correspondence, handling confidential information, and coordinating meetings for senior leadership.

You will collaborate with faculty, staff, and students, assist with budget tracking for programs, process travel requests, prepare reports and presentations, and help maintain efficient office operations in a fast-paced, public

Qualifications

• Understand and perform administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Apply principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Basic principles of college-level administration.
• Effective communication techniques and strategies.
• Operate standard office equipment including computers, telephones, copiers, and scanners.
• Follow and apply knowledge of college policies and procedures.

Responsibilities

• Provide executive level support to senior leadership by receiving, prioritizing, and responding to incoming correspondence, requests, reports and telephone or email contacts.
• Manage complex calendars, coordinate meetings, and arrange travel as needed.
• Prepare reports, presentations, and briefings; handle confidential information with discretion.
• Assist with budget tracking and expenditure requests for programs and events.
• Coordinate special projects and communications between departments, faculty, staff, and students.

Skills

Calendar management

Communication

Budget tracking

Customer service

Meeting coordination

Executive support

Office administration

Tools

Microsoft Office

Adobe Acrobat

Job description

Austin Community College employees are required to maintain a domicile in the State of Texas while working for the college and throughout the duration of employment. - AR 4.0300.01

Austin Community College is a public two-year institution that serves a multicultural population of approximately 41,000 credit students each Fall and Spring semester. We embrace our identity as a community college, as reflected in our mission statement. We promote student success and community development by providing affordable access, through traditional and distance learning modes, to higher education and workforce training, including appropriate applied baccalaureate degrees, in our service area.

As a community college committed to our mission, we seek to recruit and retain a workforce that:

• Values intellectual curiosity and innovative teaching
• Is attracted by the college's mission to promote equitable access to educational opportunities
• Cares about student success and collaborates on strategies to facilitate success for populations including; first generation college students, low-income students, and students from underserved communities.
• Focused on student academic achievement and postgraduate outcomes
• Welcomes difference and models respectful interaction with others
• Engages with the community both within and outside of ACC

Job Posting Title:

Executive Assistant (ACC PD)

Job Description Summary:

To provide executive level administrative support.

Job Description:

Supervision Received and Exercised

Operates under the direct supervision of the department manager or designated supervisor. The role does not typically include supervisory responsibilities but may occasionally provide guidance to junior staff or new hires as part of onboarding and training processes. The position is expected to work independently on routine tasks while seeking direction for more complex assignments.

Competency Expectations

• Perform administrative duties for a department in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.
• Perform clerical duties including correspondence, ordering supplies and equipment, maintaining tracking systems and logs, processing mail, and duplication.
• Provide customer service to faculty, staff, and/or prospective, current, and returning students.
• May serve in a variety of areas focusing on specific rules, government regulations, and documentation specific to that area.
• Provides clerical support for programs and functions, which may include producing handouts, fliers, newsletters, brochures, manuals, and other documents.

Description of Duties and Tasks

Provides executive level support to an executive vice president, vice president or associate vice president by receiving, prioritizing, and responding to incoming correspondence, requests, reports and telephone, or email contacts.

Expedites the processing of documents or other items requiring action, assesses and works with other staff and community members to resolve issues from students, employees, and the public regarding college activities.

Performs complex computer activities including word processing, data processing, scheduling processes and visual and graphic presentations.

Coordinates and maintains operating budgets. Receives and processes requests for budget expenditures such as travel, equipment purchases, and funds for other activities and events.

Coordinates special projects including researching and analyzing information and data; interpreting and applying policies and procedures, and/or recommending alternative solutions based on information gathered.

May assign and review the work of office personnel.

Job Requirements

Knowledge:

Understand and perform administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

Apply principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Basic principles of college-level administration.

Effective communication techniques and strategies.

Operate standard office equipment including computers, telephones, copiers, and scanners.

Follow and apply knowledge of college policies and procedures.

Supplemental Knowledge

Records retention, preservation, and recording.

Principles and methods of budget preparation and expenditure control.

Skills:

Maintain schedules effecti