Administrative Assistant - Quincy College

Quincy College - Quincy, MA

Full-time - Entry Level

Quincy, MA

Educational Services

About the position

The Administrative Assistant at Quincy College plays a crucial role in supporting the Capital Resources & Building Operations Manager and the General Counsel. This position is responsible for a variety of administrative tasks, including managing correspondence, scheduling, and maintaining office records. The role requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks efficiently in a fast-paced environment. The Administrative Assistant will also serve as a point of contact for the President and General Counsel, necessitating a high level of professionalism and discretion.

Responsibilities

• Assist the Capital Resources & Building Operations Manager with correspondence and purchase request forms.
• Track and maintain agreements such as leases and certifications.
• Track and maintain the work order system.
• Assist with purchasing and ordering.
• Assist with scheduling, minutes, tracking, organization, general filing, and other operational tasks.
• Sort, distribute, and track all mail addressed to the Capital Resources & Building Operations Manager.
• Effectively manage the Capital Resources & Building Operations Manager's calendar.
• Manage and direct the Capital Resources & Building Operations Manager's phone calls.
• Assist in scheduling conference rooms.
• Assist in planning, participation, and execution of major events such as Convivium and Commencement.
• Serve as the initial and principal contact for meetings with the Capital Resources & Building Operations Manager.
• Create and maintain the Capital Resources & Building Operations Manager's files and archives.
• Record meeting notes and minutes as needed.
• Produce reports as needed.
• Assist in the college-wide TEAMS organizational structure.
• Serve as support to the President and General Counsel as needed.
• Perform various administrative tasks including maintaining multiple calendars, scheduling, and email correspondence.

Requirements

• Bachelor's degree required; Associate's degree with significant experience may be substituted.
• 5-7 years' office experience.
• Outstanding and professional interpersonal skills.
• Advanced computer skills.
• Exceptional organizational skills.
• Extensive writing skills.
• Ability to perform effectively in a fast-paced environment.
• Flexibility for night and weekend availability.
• Valid driver's license.

Nice-to-haves

• Experience within the Higher Education environment preferred but not required.