Full-Time Exempt Professional  

Job Description

Provides executive-level administrative support for the Executive Team, Counselors, and Counselor Financial Aid Assistants. Position is responsible for tracking time allocation for responsibilities listed below for accurate grant reporting.

Essential Responsibilities:

• Manage scheduling of multi-stakeholder and executive committee meetings and retreats; and coordinate meeting logistics, agendas, and minutes
• Maintains calendar and appointment scheduling and works with leaders to effectively manage time.
• Locates meeting rooms or outside spaces, orders snacks/meals, develops agendas, invites participants, maintains minutes, greets visitors, prepares materials, checks audiovisual and room setup, and confirms reservations.
• Manages and processes invoices and bills that are directed to the Foundation.
• Special projects, develop professional level presentations, committees, act as manager or department representative.
• Screens incoming telephone calls and manages relationships with outside vendors and internal staff and leaders.
• Opens, distributes, handles mail and emails as requested and/or required.
• Maintains an up-to-date electronic and paper filing system.
• Maintains structure and organization in Headquarters including but not limited to: cleanliness, stocking office supplies, stocking drinks and snacks, and organizing storage.

Competencies:

• Exemplary team mindset while maintaining a high level of pride, openness, and honesty in all aspects of work.
• High accountability for actions and decisions.
• Superior relationship-building skills and ability to establish rapport with wide range of personalities and backgrounds.
• Proactive attitude with ability to anticipate and diffuse problems.
• Effective stress management skills under pressure with ability to maintain professionalism and carry out work duties.
• Appropriate prioritization of urgent matters while managing multiple time-sensitive tasks.
  

Qualifications: 

• Associates degree, Bachelor’s degree preferred
• Minimum 2 years experience as an Executive Assistant
• Former Ayers Scholar preferred
   

Physical Demands:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Sitting, standing, driving, traveling, lifting up to 15lbs  and repetitive motion from computer use
• Ability to walk 1-3 miles for campus tours and visits if needed
• Hearing/Speaking effectively as required for communication 

The above statements are intended to describe the general nature and level of work performed by people assigned to this job classification. They are not intended to be an exhaustive list of all job duties performed by the personnel so classified, and the expectation is that the job holder will do whatever is needed to get the job done.