Part- Time Administrative Assistant ( President’s Office)

Halifax Community College; Weldon (NC); On-site; USD 55,000 - 75,000; Full time

Job summary

Halifax Community College is seeking a capable administrator to support the President’s Office. The role involves handling confidential matters, coordinating the President’s calendar, and aiding in special projects from conception to completion.

You will draft correspondence, manage communications, and assist with governance activities, including Board of Trustees procedures and meeting logistics. A strong command of Microsoft Office and discretion is required.

Qualifications

• Associate’s degree in secretarial science, business administration, or related field with four years of administrative/office management experience.
• Bachelor’s degree preferred with two years of administrative/office management experience.
• Proficiency in Microsoft Office and ability to manage multiple priorities with discretion.

Responsibilities

• Provide high-level administrative support to the President’s Office and manage confidential materials.
• Coordinate President’s calendar, meetings, and events with internal and external stakeholders.
• Draft letters, reports, and correspondence; prepare documents for review and signature.
• Route and respond to incoming communications; assist with special projects and executive assignments.
• Support Board of Trustees logistics, minutes, and governance records.

Skills

Discretion

Written and verbal communication

Organizational skills

Education

Associate’s degree in secretarial science or business administration

Bachelor’s degree in business administration

Tools

Microsoft Office Suite

Donor management software

Job description

Under the supervision of the Executive Director of Governance and Strategic Initiatives, this position is responsible for the day-to-day administrative management and support of the President’s Office, contributing to its smooth, efficient, and professional operation. The position provides high-level administrative support to the President’s Office and participates directly in special projects and assignments requiring the utmost discretion and confidentiality.

The position performs a variety of complex, responsible, and confidential advanced administrative duties in support of the President’s Office. Responsibilities require the ability to work independently, exercise sound judgment and initiative, effectively manage competing priorities, and maintain strict confidentiality when handling sensitive institutional, personnel, and executive-level matters.

DUTIES AND RESPONSIBILITIES

1. Provide high-level administrative support and assist with the coordination, organization, and management of various institutional projects and initiatives, including matters requiring the utmost discretion and confidentiality. Exercise sound judgment and initiative in carrying out assignments consistent with the priorities of office.
2. Coordinate and maintain the President’s calendar and schedule, exercising sound judgment in organizing appointments, meetings, events, and other commitments in accordance with established priorities. Identify scheduling conflicts, time-sensitive matters, and special events requiring attention and communicate them appropriately. Facilitate and coordinate the President’s interactions with vice presidents, deans, direct reports, employees, trustees, and other internal and external stakeholders.
3. Assist the President and the Executive Director of Governance and Strategic Initiatives with special projects and executive-level assignments, including editing, document preparation, information gathering, and tracking items or materials due from departments and other resources. Draft and prepare letters, memoranda, reports, presentations, and other correspondence for review, approval, and/or signature, as appropriate.
4. Receive, review, and appropriately route incoming correspondence, reports, documents, and other communications directed to the President’s Office. Identify time-sensitive or priority matters requiring executive attention and promptly communicate or route such matters in accordance with established procedures. Prepare correspondence and documents for the President’s review and/or signature; respond to routine administrative correspondence within the scope of assigned authority; and forward matters to the appropriate administrator or department for action, response, or follow-up.
5. Coordinate, complete, and submit monthly annual and sick leave reporting documentation for staff assigned to the President’s Office to Human Resources in accordance with established College procedures and deadlines. Maintain appropriate records and follow up on missing or incomplete information, as necessary.
6. Perform other duties and special assignments in support of the President’s Office as assigned by the Executive Director of Governance and Strategic Initiatives or as requested by the President and coordinated through the Executive Director.

HCC Board of Trustees:

1. Assist with Board of Trustees meeting notification requirements and related governance procedures in accordance with applicable North Carolina open meetings laws, College policies, and established procedures. Prepare and distribute required meeting notices to appropriate media outlets and other designated recipients under the direction of the Executive Director of Governance and Strategic Initiatives.
2. Coordinate logistical arrangements for Board of Trustees meetings, committee meetings, retreats, and other governance-related activities, including facilities and room set-up, virtual or conference meeting technology, catering, parking, materials, and other logistical needs.
3. Attend Board of Trustees and designated committee meetings for the purpose of recording proceedings and preparing accurate draft minutes. Prepare, format, and maintain meeting documentation for review in accordance with established governance procedures.
4. Maintain official Board of Trustees meeting files, approved minutes, supporting documentation, and related governance records in accordance with college policies, applicable records-retention requirements, and established procedures. Prepare draft minutes and related materials for review and subsequent consideration and approval by the Board of Trustees.

Minimum Requirements

Associate’s degree in secretarial science, business administration, or a related discipline from an appropriately accredited institution and four years of progressively responsible administrative/office management experience.

Preferred Requirements

Bachelor’s degree, preferably in business administration or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience.

Knowledge of Microsoft suite and all applications; a successful track record of providing management in a complex, multi-faceted organization, preferably within higher education. Have a strategic and analytical perspective in addition to broad knowledge of the operations of the College. Must be creative and enjoy working in a collegial environment that focuses on goal achievement. Requires ability to exercise good judgment in a variety of situations. Requires strong written and verbal communication, administrative, and organizational skills, and ability to maintain a realistic balance among multiple institutional priorities. Requires ability to work independently on projects, from conception to completion. Must be able to work under pressure and handle all confidential matters with discretion.

Competencies:

• Generally, this employee must be able to operate office equipment such as personal computer, DocuSign, photocopier, etc.
• This employee must be able to operate an automobile, as the ability to drive and travel is an expected part of the job.
• Possess experience with donor management software (preferred).