Executive Secretary & Office Operations Lead

AAMU Alumni Association, Inc.; Alabama; Hybrid; USD 32,000 - 40,000; Full time

Job summary

AAMU Alumni Association, Inc. seeks an administrative assistant to provide direct support to the unit head or chairperson of an academic unit with 14+ staff. The role includes dictation, drafting correspondence, meeting recording, and managing confidential files.

Responsibilities cover receptionist duties, meeting organization, and office management to ensure smooth operations and accurate reporting within the department.

Qualifications

• Requires an associate’s degree or higher.
• At least three years of administrative or clerical experience.
• Strong knowledge of office procedures and records management.

Responsibilities

• Reports to the unit head or department chairperson.
• Supervises student assistants as assigned.
• Organizes procedures for executing administrative tasks.
• Compiles information from files and sources for reports.
• Attaches pertinent material to supervisor documents as needed.
• Drafts or transmits letters and reports for supervisor review.
• Serves as recording secretary at meetings.
• Takes dictation or transcribes notes for finished documents.
• Types minutes and correspondence and proofs for accuracy.
• Maintains accurate, confidential filing systems.

Skills

Office management

Business English

Spelling & arithmetic

Dictation skills

Report drafting

Reception duties

Records management

Word processing

Education

Associate’s degree or higher

Tools

Word processor

Office equipment

Dictation equipment

Job description

AAMU Alumni Association, Inc. seeks an administrative assistant to provide direct support to the unit head or chairperson of an academic unit with 14+ staff. The role includes dictation, drafting correspondence, meeting recording, and managing confidential files.

Responsibilities cover receptionist duties, meeting organization, and office management to ensure smooth operations and accurate reporting within the department.