Job Listings

Executive Assistant

Company:
Spelman College
Job Location:
Atlanta, 30314
Category:
Executive Assistants
Type:
Full-Time

Position Title

Executive Assistant

Position Summary

This position is responsible for providing administrative and project management support for the Senior Vice President of the Office of Institutional Advancement. Major tasks include managing office operations, supervising office activities, developing and implementing policies and procedures, and ensuring that the Senior Vice President's schedule and responsibilities are managed effectively.

Essential Duties and Responsibilities

  • Serves as the communications liaison between the Senior Vice President and both internal and external key constituents. Retrieves, organizes, and prioritizes telephone, mail, electronic, and face-to-face communications for appropriate and expeditious response;
  • Implements all follow-up actions as identified. Ensures the effective management of the administrative and project workload of the Senior Vice-President; As directed, schedules and coordinates meetings for the Senior Vice President with internal and external constituents; ensures that research and supporting documentation are provided for all activities that include the Senior Vice President. Uses project and time management software systems to coordinate and monitor the Senior Vice President and divisional calendars, itineraries, meetings, projects, and deadlines;
  • Serves as custodian of fundraising information, data, and documents needed by the Senior Vice President and other internal and external customers. Ensures that information is timely, accurate, available, and easily retrievable; proficiency with the CRM Advance database and other software used at the College is a plus;
  • Coordinates the logistics of all inter-divisional communications, meetings, and planning efforts. Tracks renewal of professional dues and subscriptions to professional journals Maintains the Office of SVP for Institutional Advancement Procedures Manual;
  • Manages the office space and oversees the office allocation of the Division. Monitors and orders all office equipment and supplies. Ensures that office equipment is properly maintained; ensures that all office supplies needed are in place. Assesses, develops, and ensures procedures for efficient office processes for customer service, and communications;
  • Consults and collaborates with the Senior Vice President on advancement services priorities and ensures that they are addressed quickly and consistently. Identifies, evaluates, and resolves administrative issues quickly.

Required Qualifications

A Bachelor's degree, five years of directly related work, or an equivalent combination of education and experience are required.

This position requires excellent interpersonal, customer service, and organizational skills; telephone techniques and etiquette; and record-keeping techniques. This person must possess the ability to prioritize effectively, maintain confidentiality, handle matters with tact and diplomacy, interact in a diverse community, manage details, and adapt to changing situations. The ideal candidate will model collaborative teamwork, performance excellence, and professionalism for the division.

Stellar oral and written communication skills are required. The ability to read, analyze, and interpret business correspondence, operating and maintenance instructions, and technical procedures is essential. The employee must have exemplary proofreading skills. The ability to speak effectively when interacting with the public and the entire Spelman community is required.

This work requires the ability to perform advanced level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, duties may involve assignments that require creating mail merges, creating brochures, newsletters, fliers, forms, reports, and spreadsheets using formulas, graphs; and able to utilize email systems such as Outlook; Banner Financial Module and Internet navigation.

Preferred Qualifications

None

Certifications, Licenses, Restrictions

None

Physical Demands

While performing the duties of this job, the employee is regularly required to: sit, walk, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms. The employee is occasionally required to: stand, stoop, and move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Full Time/Part Time: Full-time

Posting Number: SC0647P

Open Until Filled: Yes

COVID-19 Vaccination Protocol

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College requires up to date COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID-19 vaccination: full vaccination and a booster (when eligible) or a single dose of the bivalent vaccine) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrown@spelman.edu. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.
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