The Executive Administrative Assistant to the Chief of Staff is primarily responsible for overseeing and managing all office procedures and other tasks as assigned. This position requires a friendly, pleasant personality, diplomacy and tact, the abilities to maintain confidentiality, work independently, prioritize, organize, and the capacity to complete tasks with limited oversight and independent judgment. Computer skills and attention to detail are essential. This position will provide support for the Chief of Staff and occassionally for members of the Institutional Effectiveness and External Relations team, so there is need for flexibility in the work schedule.

This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Perform confidential clerical services for an executive including, but not limited to: telephone and in-person reception duties such as receiving, transferring, and responding to incoming community and campus calls or emails, greeting visitors, scheduling appointments and meetings with campus and community individuals and keeping related records, receiving and distributing mail, establishing and maintaining confidential files, composing letters, reports, and other correspondence in reply to requests for information of a general and confidential nature.
2. Attend assigned committee and team meetings and provide clerical assistance, including taking detailed minutes in compliance with rules, regulations, and/or procedures.
3. Coordinate and compile reports submitted by college staff and departments.
4. Gather data and materials necessary for compilation of reports.
5. Conduct basic benchmarking research projects on higher education using the internet and other resources.
6. Type and process assigned forms, reports, proposals, and authorizations.
7. Prepare and route assigned purchase orders and expenditures.
8. Arrange scheduling of space and coordinate additional details (e.g. catering, audio/visual, print materials) needed for meetings, conferences, and campus events.
9. Maintain weekly time records and prepare sick leave, vacation, and absence reports.
10. Plan and coordinate travel/accommodations for Executive Officers.
11. Complete data entry tasks, create queries, and run departmental reports.
12. Perform related duties as required.

The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.

1. Associate’s degree in a related field.
2. Five years of progressively responsible experience, including some administrative support experience.
3. Proficient in Microsoft Office Suite, including knowledge and experience in using programs to create spreadsheets, mail merges, format documents, and complete data entry.
4. Strong multi-tasking and prioritization skills while working with multiple supervisors.
5. Strong attention to detail and problem-solving skills.
6. Ability to maintain professionalism and confidentiality with staff, donors and governing boards.
7. Strong written and verbal interpersonal skills, including the ability to establish and maintain cooperative and professional working relationships with others.

1. Bachelor’s degree in business administration or related field.
2. Experience working in an educational system.
3. Knowledge of presentation software.
4. Working knowledge of PeopleSoft.