Executive Assistant I - Information Technology

Community College of Philadelphia; Philadelphia (Philadelphia County); On-site; USD 52,000 - 75,000; Full time

Job summary

Community College of Philadelphia is seeking an experienced administrative support specialist to assist the Associate Vice President for Information Technology Services. You will manage calendars, prepare reports, coordinate meetings, and handle confidential records.

Proficiency with Word, Excel, PowerPoint and collaboration tools is expected. Responsibilities include coordinating meetings, travel, and staff documentation, while maintaining filing systems and ensuring data confidentiality.

Qualifications

• Six (6) years of work experience in a progressively responsible administrative support position is required.
• Proficiency with Microsoft Word, Excel and PowerPoint is required. Experience with Office Online, MS Teams and Forms is desired.
• Strong attention to detail and data entry accuracy; ability to multitask with changing priorities.

Responsibilities

• Provide comprehensive administrative support to the Associate Vice President/CIO and ITS leadership, including managing calendars, scheduling meetings, and preparing correspondence and reports.
• Coordinate departmental meetings, trainings, conferences and planning activities, including logistics and materials.
• Manage departmental administrative operations, including attendance, leave records, calendars, and room scheduling.
• Perform departmental business and financial support activities, including processing invoices, travel reimbursements, and budget-related documentation and records.
• Coordinate departmental travel arrangements and registrations for conferences and professional development activities.
• Support personnel administration by processing employee documentation including new-hire paperwork and salary actions.
• Maintain filing systems and ensure secure handling, storage, and retrieval of records and documents.

Education

High School diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Office Online

MS Teams

Forms

Job description

Provide administrative support activities for the Associate Vice President for Information Technology Services in the preparation and processing of a variety of reports, records, forms, scheduling of meetings, and other documents or activities related to the overall administrative support functions for the Office of Associate Vice President for Information Technology Services, maintaining high degree of con?dentiality in all functions.

• Provide comprehensive administrative support to the Associate Vice President/CIO and Information Technology Services (ITS) leadership, including managing calendars, scheduling meetings, coordinating appointments, and preparing correspondence, reports, forms, and other departmental documents.
• Coordinate and support departmental meetings, training sessions, conferences, and planning activities, including scheduling, logistics, preparation of materials, recording notes, and maintaining related records.
• Manage departmental administrative operations, including monitoring staff attendance and leave records, maintaining departmental calendars, communicating staffing updates, and coordinating conference room scheduling.
• Perform departmental business and financial support activities, including processing invoices, payment requests, travel reimbursements, hotel accommodations, budget-related documentation, and maintaining related records and reports.
• Coordinate departmental travel arrangements and registrations for conferences, workshops, training programs, and other professional development activities.
• Support personnel administration by processing and maintaining employee-related documentation, including new-hire paperwork, position changes, salary actions, attendance records, and other approved personnel transactions.
• Coordinate departmental office operations and facilities support, including ordering supplies, maintaining inventory, submitting maintenance and service requests, receiving deliveries, and serving as a liaison with vendors and service providers.
• Collect, compile, maintain, and prepare departmental data, reports, records, and documentation to support operational, planning, compliance, and reporting requirements.
• Receive, screen, and respond to departmental communications, including telephone calls, voicemail messages, mail, email inquiries, and requests for information, directing matters to appropriate staff as necessary.
• Prepare presentations, training materials, spreadsheets, reports, and other documents utilizing Microsoft Office and related technologies.
• Maintain electronic and physical filing systems and ensure the secure handling, storage, retention, and retrieval of departmental records and documents.
• Assist with administrative processes related to work-study students and other temporary staff assignments as directed.
• Maintain strict confidentiality and security of personnel records, departmental information, and other sensitive or confidential materials.
• Deliver professional, responsive, and customer-focused service to students, employees, vendors, and external constituents.

Perform other related duties as assigned.

• High School diploma, or equivalent (e.g. GED) is required.
• Six (6) years of work experience in a progressively responsible administrative support position is required.
• Demonstrated pro?ciency with Microsoft Word, Excel and PowerPoint is required. Experience with Office Online, MS Teams and Forms is desired.
• Strong attention to detail and data entry accuracy is required. Demonstrated ability to perform multiple tasks with changing priorities is required.