Executive Assistant - Operations

JOB GOAL

To advance the college’s mission, vision, principles, values, and strategic initiatives through continuous improvement decisions.

GENERAL JOB SUMMARY

The Executive Assistant provides administrative support to the Vice President of Operations. This role requires a high level of independent judgment and decision-making in non-routine matters, along with the ability to manage highly confidential information with discretion. Responsibilities include campus fleet operation, performing a variety of general and complex administrative duties, coordinating and organizing divisional data, and managing communications on behalf of the Vice President of Operations.

The typical work schedule for this position will be Monday through Friday from 8 am to 5 pm.

UNIVERSAL CORE COMPETENCIES

• Advocate for Continual Improvement- empowering each other to identify opportunities for excellence.
• Collaborate with Mutual Accountability- working together with a willingness to take ownership and account for our actions.
• Champion Service- anticipating needs and create a welcoming, diverse, and inclusive environment.
• Perseverance- commitment to excellence even in the face of adversity or delay in achieving success.
• Lead- regardless of title, through positive influence.

DUTIES/RESPONSIBILITIES

• Oversight of the campus fleet operations.
• Gathers, assembles, updates, distributes, and/or files a variety of information, forms, records and data including time-sensitive and confidential materials.
• Coordinates and prioritizes projects for the Vice President of Operations to ensure follow through and timely completion of work
• Coordinate Department work study program
• Oversight for department SharePoint, Teams sites, Directory, Supplies and department playbook.
• Responds to routine requests and matters not requiring the attention of the Vice President of Operations
• Attend meetings and provide minutes and follow up correspondence.
• Assists with research and compiling information for division reports.
• Exercise discretion in screening and receiving telephone calls and visitors for the Vice President of Operations
• Make independent decisions regarding planning, organizing and scheduling of work.
• Supports continuous process improvement initiatives.
• Perform other related work duties as assigned.

PERFORMANCE EXPECTATIONS

• Able to represent the College in a positive manner.
• Demonstrate a thorough understanding of and commitment to customer service attitude while maintaining sound business practices.
• Assume responsibility; deal effectively with problems, and exercise independent judgment when making decisions.
• Establish and maintain good working relationships with students, colleagues, and general public.
• Read, understand and express oneself clearly and effectively in both written and oral form.
• Attention to detail and an ability to multitask in completing complex tasks with accuracy.
• High level of skill in the application of collaborative, organizational, interpersonal and communication skills.
• Ability to work effectively and accurately in an atmosphere with frequent interruptions. Maintain a high degree of flexibility.
• Ability to work independently and be self-motivated using proper organizational and communication skills.
• Able to interact with diverse personalities.
• Thorough knowledge of Kirkwood policies and procedures with the ability to understand and interpret clearly and accurately.
• Welcome, value, and nurture people of all backgrounds, perspectives, and experiences, as well as support and promote an environment that accepts differences

The statements contained herein reflect general details as necessary to describe the essential job duties/responsibilities and performance expectations of the job, which should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned.

PHYSICAL ACTIVITIES WITH/WITHOUT REASONABLE ACCOMMODATION

Position involves working in an office setting. Occasional (10-33%) standing, pushing, pulling and grasping. Frequent (34-66%) reaching and viewing a computer and other types of close visual work. Constant (67-100%) sitting, walking, repetitive motion, talking and hearing.

MINIMUM QUALIFICATIONS

• 2 year Associates Degree and 2-5 years previous customer service or office experience required.
• Personal computer software knowledge and experience required.

PREFERRED QUALIFICATIONS, LICENSES, CERTIFICATIONS, OR REGISTRATIONS

Bachelor’s Degree Previous experience as an office manager or executive assistant preferred Experience with Microsoft Word, Outlook, Excel, PowerPoint beneficial.