"Executive Assistant"

Job Description

The Executive Assistant provides high-level support to a Vice President in a high-energy environment. This is accomplished through several key responsibilities:

The Executive Assistant is responsible for ensuring that the VP is organized, prepared, and informed. This is accomplished by managing the executive's calendar (including scheduling meetings, prioritizing, and making proactive adjustments to the calendar to ensure a balance between necessary meetings and dedicated work time to complete projects and other tasks); coordinating meetings (including developing agendas, attending meetings, and taking notes or minutes); developing and maintaining organizational systems for the office and the Vice President (both electronic and physical); ensuring that the Vice President is adequately briefed and prepared for all meetings and events; maintaining closed-loop communication with the Vice President.

The Executive Assistant also serves as a liaison between the executive and various constituencies both internal and external to the College, and therefore requires strong interpersonal skills that allow her/him to communicate effectively with leaders, peers, and subordinates. Internally, the Executive Assistant interacts with direct reports to the Vice President to ensure that information is effective disseminated. Additionally, the Executive Assistant works with departments throughout campus in order to complete assignments. The Executive Assistant will also frequently communicate with students, parents, and various off-campus constituents. These interactions (via phone, email, or other correspondence) often require the Executive Assistant to be a skilled problem solver who is capable of making sound decisions regarding issues that arise. In all regards, the Executive Assistant uses strong communication skills to build partnerships and achieve consensus.

The Executive Assistant is also responsible for prioritizing and managing the workload of the position. This includes responsibilities such as managing multiple projects, supporting committees, monitoring deadlines, planning events, conducting research, managing budgets, compiling data, preparing draft reports, proofreading, developing presentations, processing payments (including monthly expenditures, travel reimbursements, and credit card statements); and performing other duties as assigned. In all of this, the Executive Assistant maintains the highest degrees of confidentiality, integrity, and trust.

This is a full-time, exempt staff position

Employees of Harford Community College, including instructors for online and virtual courses, must be residents of Maryland or the contiguous states of Delaware, Pennsylvania, Virginia, West Virginia, or the District of Columbia; non-residents are expected to relocate to meet this requirement.

Applicants must be currently authorized to work in the United States, as the College does not offer Visa sponsorship for this position

Required Education:

Associate's Degree

Required Experience:

Minimum five (5) years of administrative support experience serving as an administrative assistant, including: preparing materials for leadership and board-level meetings (from agenda development to minute taking); drafting, monitoring, and maintaining budgets; editing and updating web content; and handling sensitive information with a high level of confidentiality.

Required Knowledge, Skills & Abilities:

• Advanced proficiency with Office 365 applications, including Word, Excel, PowerPoint, OneDrive, SharePoint, and Teams.
• Experience managing complex Outlook calendars and coordinating schedules.
• Proficient in using a variety of digital tools, such as work order management systems, room scheduling applications, and other business-related software.
• Ability to track budgets and multiple accounts, review expenses, and provide informed recommendations for fund transfers or reallocations.
• Demonstrated ability to support the planning, coordination, and execution of special events.
• Excellent written and verbal communication skills, with the ability and confidence to interact professionally with internal and external stakeholders at all levels while maintaining the highest level of discretion and confidentiality.
• Strong critical-thinking and problem-solving abilities, with a proactive and solutions-oriented approach.