Administrative Assistant (Contract)

Job Title

Administrative Assistant (Contract) (Position is 100% on-site in Jacksonville, FL)

Job Number

Division

Office of the President

Category

Administrative/Executive

Reports To

President & Chief Executive Officer

Status

Full-Time – Contract

FLSA

Exempt (Salaried)

ABOUT US:

Edward Waters University is a small private, Christian, Historically Black, urban liberal arts institution that offers quality academic programs. The University strives to prepare students holistically to advance in a global society through the provision of intellectually stimulating programs, and an environment that emphasizes high moral and spiritual values in keeping with the African Methodist Episcopal Church. Edward Waters University seeks to develop excellence in scholarships, research, and service for the betterment of humanity.

POSITION DESCRIPTION:

The Administrative Assistant provides high-level administrative and operational support
to the Executive Vice President/Chief Operating Officer (EVP/COO) and the Office of the President. Responsibilities include managing calendars, coordinating meetings and travel, preparing correspondence and reports and maintain confidentiality. Ensures the efficient daily operation of the President’s Office through exceptional organization, professionalism, discretion, and customer service.

EDUCATION:

Bachelor’s Degree, plus fifteen years of experience in an office setting

REQUIREMENTS:

Minimum of 5–7 years of progressive executive-level administrative experience, ideally within higher education, nonprofit, or mission-driven environments

Experience working with C-suite executives

Experience in working in higher education is preferred but not necessary

Ability to operate standard office equipment

Ability to walk short distances

Ability to lift and carry parcels, packages and other items

Ability to view a computer terminal

Demonstrated proficiency in computer skills (PC and Mac) and all MSOffice products including (Word, Excel, PowerPoint, etc.)

Must be able to operate various office equipment, spreadsheets and databases

Provide excellent customer service in a courteous manner

Ability to maintain a high level of confidentiality

Ability to prioritize, work independently, and meet deadlines

Ability to provide information and assistance to callers and/or visitors regarding university policies and procedures

Frequent night and weekend work is expected

Must be a team player

RESPONSIBILITIES

Provide comprehensive support services to the EVP/COO and the Office of the President to ensure a professional, responsive and effective experience with the University as a whole

Take notes and distribute meeting minutes, agendas and meeting packages (as necessary). Able to support the EVP/COO during meetings with brief reminders of key topics/ points

Provide complex travel arrangements. Becomes familiar with the specific, detailed needs of the EVP/COO and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last-minute changes or cancellations

Maintain up-to-date mailing and e-mail addresses and telephone contacts for individuals and groups with whom the EVP/COO and or the Office of the President maintains frequent contact

Support in maintaining and managing the physical and electronic office filing systems

Coordinate logistics and prepare meeting materials as necessary for the Office of the President

Write error-free emails and other communications for various events and announcements

Maintain confidentiality and use a high degree of discretion

Work in a professional and focused manner to schedule internal and external meetings

Oversee all daily office functions, including opening and closing

Oversee PAF forms, inventory, blanket orders, purchase requisitions, local orders, check requests, work records and other required budgetary forms for signature

Administer correspondence, manage incoming calls, and prioritize phone messages, email and mail. Handle all calls and visitors with sophistication and an elevated level of professionalism

Provide exceptional customer service to students, staff, faculty and other constituents

Maintain punctual, regular and predictable attendance

Work collaboratively in a team environment with a spirit of cooperation and as a relationship builder

Display stellar communication skills

Display engaging interpersonal skills, including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude

Work with students, staff, faculty and external constituents in a collaborative and supportive manner

All other duties as assigned by the EVP/COO and/ or the President & CEO

Tagged as: Employment