Executive Assistant I to the President

$36,270 - $44,390/Yr

Pellissippi State Community College - Knoxville, TN

Part-time - Entry Level

Knoxville, TN

Educational Services

About the position

The Executive Assistant I to the President at Pellissippi State Community College plays a crucial role in supporting the President's Office by managing a variety of administrative tasks and providing clerical support. This position is essential for ensuring the smooth operation of the office and involves a range of responsibilities that contribute to the overall effectiveness of the President's functions. The Executive Assistant will be responsible for organizing and maintaining the office's filing system, managing correspondence, and assisting with the preparation of documents and reports. This role requires a high level of organization and attention to detail, as the Executive Assistant will be tasked with maintaining important records and managing the President's calendar, including travel arrangements and scheduling meetings. In addition to organizational support, the Executive Assistant will serve as a key point of communication within the office, interacting with both internal and external stakeholders. This includes greeting visitors, answering inquiries, and assisting in problem-solving for students and staff. The position also involves attending staff meetings, taking notes, and ensuring that communication flows smoothly within the office. The Executive Assistant will need to demonstrate excellent verbal and written communication skills, as well as the ability to handle sensitive information with confidentiality and professionalism. The role is not only about administrative support but also about commitment to service, as the Executive Assistant will be expected to assist other departments and contribute to the college's mission and values. The position requires a proactive approach to identifying and resolving issues, as well as the ability to coordinate events and manage multiple tasks effectively. Overall, the Executive Assistant I to the President is a vital position that supports the leadership of Pellissippi State Community College and contributes to the success of its operations.

Responsibilities

• Picks up mail for the President's Office and routes it accordingly.
• Prepares letters and parcels for mailing for USPS or FedEx as needed.
• Maintains the office filing system including file rotation by keeping files current.
• Assists with preparations for conferences and special events as needed.
• Assists Executive Assistant III in maintaining President's calendar as needed.
• Makes travel arrangements for President as needed.
• Maintains personnel, financial, statistical and other important records as needed.
• Maintains President's direct reports sick/annual leave forms by electronic reporting.
• Assists in keeping policies updated along with Executive Assistant III.
• Oversees requisitions for office and college purchases/memberships.
• Helps proof and prepare for distribution documents such as letters and memos from drafts or notes.
• Attends President's Staff meetings and assists with setup & note-taking.
• Maintains contact with external and internal constituents for the President through oral & written communications including address/phone files.
• Maintains the President's Office inbox.
• Greets & welcomes visitors and assists in solving problems for students, staff and others.
• Assists the Executive Assistants of Academic Affairs, Student Affairs, External Affairs, and the Foundation, as needed.
• Provides support to Institutional Compliance and TnCIS as needed.

Requirements

• An associate's degree and 3 years of administrative or secretarial experience is required.
• A high school diploma and 4 years of administrative or secretarial experience is acceptable.
• A Bachelor's degree is preferred.
• Exhibit excellent verbal and written communication skills for clear and professional interactions.
• Maintain a high level of organization to manage documents, files, and administrative tasks efficiently.
• Handle sensitive information with confidentiality and professionalism.
• Quickly identify and resolve issues that arise.
• Proficient in using office software and tools for scheduling, communication, and data management.
• Coordinate and manage events, meetings, and travel arrangements seamlessly.
• Build and maintain positive relationships with internal and external stakeholders.

Nice-to-haves

• Experience in the use of Microsoft Word, Excel, R-25, Sci-Quest, Banner software.
• Knowledge of phone etiquette, filing, ordering supplies, mailings, oral and written communication skills.
• Ability to interact well with others; skills in organizing and prioritizing multiple tasks.
• A second language is not necessary for the job but could be helpful.

Benefits

• Health, dental, vision, life insurance options
• Short/long-term disability insurance
• FSA/HSA Wellness Incentive Program if enrolled in health plan
• Educational Assistance Fee Waiver
• Spouse/Dependent discounts
• Audit/Non-Credit Reimbursement Program
• Employee Assistance Program
• Retirement options including Tennessee traditional pension plan option (TCRS)
• 401k with $50 company match/457/403b
• Employee Discount program with over 900+ companies
• 13 Paid Holidays/Year including paid days off the last week of December
• Sick Leave Bank
• Longevity Pay
• Opportunities for professional development