Job Listings

Executive Administrative Assistant

Company:
Kennesaw State University
Job Location:
Kennesaw, 30144
Category:
Executive Assistants
Type:
Full-Time

Job ID: 273913

About Us

Are you ready to join a community leading in innovative teaching and learning? Kennesaw State University is one of the 50 largest public institutions in the country. With our growing enrollment and global reach, we are enjoying increased prominence among Georgia's colleges. We offer more than 150 undergraduate, graduate, and doctoral degrees to over 43,000 students. Our entrepreneurial spirit, high-impact research, and Division I athletics also draw students from throughout the region and from 92 countries across the globe. Our university's vibrant culture, career opportunities, mission and values and rich benefits make us an employer of choice. We are part of the University System of Georgia.  Kennesaw State will exemplify the power and promise of a student-centered, research-driven university. Our institutional values are student-inspired, promise-fulfilling, true to ourselves, elevational, open and impact-generating. In addition, we support the University System of Georgia core values of accountability, excellence, integrity and respect.  We are searching for talented people to join Kennesaw State University. Come to KSU and find your passion.   



Location

Our Kennesaw campus is located at 1000 Chastain Road NW, Kennesaw, GA 30144. 



Department Information

DEPARTMENT SPECIFIC TASKS AND RESPONSIBILITIES:
1. Maintains calendars for assigned administrators and ensures appropriate preparation for daily activities
2. May coordinate domestic or foreign travel arrangements
3. Handles meeting and conference logistics; prepares and monitors budgets and project proposals; researches and compiles information for reports and presentations, including chart and graph preparation; manages office preparations
4. Reviews incoming correspondences to executive and forwards appropriately or, based on a knowledge of recipient's views, may respond for them
5. Leads meetings addressing specific operational issues and develops recommendations and action plans towards their resolution
6. Assists in administrating and interpreting policies and procedures for the organization and department
7. May act as a spokesperson for departmental inquiries

DEPARTMENT SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES*:
1. In addition to producing correspondence, duties may involve assignments that require creating mail merges, creating brochures, newsletters, fliers, forms, and spreadsheets using formulas, and graphs, plus the use of Outlook and Internet navigation
2. Ability to apply information design skills to presentation information in ways that foster efficient and effective understanding
3. Work requires fact-finding and compilation skills plus the ability to perform a variety of tasks simultaneously, at times with little supervision
4. Must be able to manage sensitive and confidential matters
5. Excellent oral communication skills are required while interacting with faculty, staff, students, and external constituents, including the ability to communicate with diplomacy and tact
6. Incumbent must be able to write business correspondence and various narrative reports.
7. Also, must be able to read, analyze, and interpret items such as reports, tables, and other print-related materials
8. Able to utilize Communication and Conference systems
9. Knowledge with college units and personnel
10. Knowledgeable regarding college policies, procedures, and practices
11. Advanced knowledge of virtual meeting platforms such as TEAMS, Zoom, and other collaborative technologies



Job Summary

Provides administrative support to executive level leadership in assigned department, unit or college. Compiles information and prepares reports, handles information requests and performs relevant administrative support functions. May also supervise administrative support staff.



Responsibilities

KEY RESPONSIBILITIES:
1. Provides advanced administrative support and serves as the primary point of contact for the department leadership
2. Coordinates communications, maintains assigned leader¿s calendar, handles calls and messages, responds to emails and interfaces with department visitors and staff
3. Prepares, develops, proofreads and edits correspondence, communications, presentations and other documents as needed
4. Produces requested information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
5. Coordinates, researches and collects data as requested
6. Develops and maintains department electronic and paper filing system
7. Assists leadership with human resources initiatives including completing and/or gathering all paperwork required for job postings; providing follow up on approval chain, arranging hiring committees and scheduling interviews
8. Organizes, coordinates and oversees special projects as assigned
9. May supervise assigned administrative support staff
10. May maintain department purchasing card (PCard), cash and/or credit card**



Required Qualifications

Educational Requirements
Associate degree from an accredited institution of higher education in related field or an equivalent combination of relevant education and/or experience

Required Experience
Four (4) years of related clerical or administrative support experience



Preferred Qualifications

Preferred Educational Qualifications
An undergraduate or advanced degree from an accredited institution of higher education in a related field
Bachelor's degree in business administration, communications or a related field and five years of executive administrative support experience

Preferred Experience
Previous experience in higher education and executive level support preferred



Knowledge, Skills, & Abilities

ABILITIES
Able to utilize standard office equipment and multi-line telephone system  
Able to handle multiple tasks or projects at one time meeting assigned deadlines

SKILLS
Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills  
Proficient with computer applications and programs associated with the position (i.e. Microsoft Office suite)  
Strong attention to detail and follow up skills  
Strong customer service skills and phone and e-mail etiquette



USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

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