Executive Staff Assistant

$46,821 - $73,362/Yr

Hillsborough Community College

Full-time - Entry Level

Educational Services

About the position

The Executive Staff Assistant position at Hillsborough Community College is a vital role that provides comprehensive secretarial, administrative, and technical support to college executives. This position is characterized by its complexity and confidentiality, requiring the assistant to relieve supervisors of a wide range of administrative details. The role demands a proactive approach, where the assistant must take initiative and exercise judgment to make decisions in the absence of specific directions from the supervisor. The responsibilities include formatting and typing correspondence, reports, and other complex materials from rough drafts, while making necessary changes to ensure accuracy and professionalism. In addition to standard administrative tasks, the Executive Staff Assistant is responsible for establishing, maintaining, and updating distribution lists, as well as transcribing dictation using shorthand or transcribing equipment when necessary. The assistant will also complete special projects and technical assignments as assigned, which may involve creating and maintaining databases and organized files, both in hard copy and digital formats. The role includes answering and screening telephone calls, providing information to callers that requires a detailed understanding of the supervisor's area of responsibility, as well as college policies, procedures, and operations. The position also involves developing, scheduling, and planning the processing of office work, maintaining essential curriculum and academic data, and managing the supervisor's calendar by arranging meetings and appointments. Travel arrangements may be required, and the assistant will handle the opening, distribution, and prioritization of mail. Routine inquiries will be answered, with the assistant determining which items can be handled by supervisors or subordinates, forwarding appropriate items to the supervisor as needed. The assistant may also prepare and process materials for various meetings and provide direction to lower-level clerical staff or student/temporary workers. Additional responsibilities include managing administrative and business functions related to departmental operations, such as budget management, contract management, and report generation, as well as assisting with Foundation events and managing purchase requisitions and invoices in WorkDay.

Responsibilities

• Provides secretarial, administrative, and technical support to college executive(s).
• Performs work of a complex and often confidential nature.
• Relieves supervisor of a wide range of administrative details.
• Takes initiative and uses judgement to make decisions in the absence of specific directions from supervisor.
• Formats and types correspondence, reports, and other complex material from rough drafts, making changes as needed.
• Establishes, maintains, and updates distribution lists.
• Transcribes dictation using shorthand or transcribing equipment as needed.
• Completes special projects and technical assignments as assigned.
• Establishes and maintains organized files, both hard copy and computer files.
• Creates and maintains databases.
• Makes copies of correspondence and other documents and materials as necessary.
• Answers and screens telephone calls; provides information to callers requiring detailed knowledge of supervisor's area of responsibility and College policies, procedures, and operations.
• Develops, schedules, and plans the processing of office work.
• Maintains essential curriculum and academic data.
• Maintains supervisor's calendar, arranging meetings and appointments.
• Makes travel arrangements as required.
• Opens, distributes, and prioritizes mail.
• Answers routine inquiries, determining which items can be handled by supervisors or subordinates and forwards appropriate items to supervisor.
• Prepares and processes materials for and may attend various meetings.
• Assists or provides direction to lower-level clerical staff or student/temporary workers.
• Performs other similar and related duties as assigned.
• Manages administrative and business functions related to departmental operations such as budget management, contract management, and report generation.
• Assists with Foundation events including logistics and coordination with vendors.
• Manages purchase requisitions and invoices in WorkDay.

Requirements

• At least an Associate's degree or two-year college equivalent (at least 60 undergraduate semester hours).
• At least five years of prior-related work experience.
• Experience with WorkDay is preferred.

Nice-to-haves

• Experience with WorkDay.