COA - Elizabeth City, NC

President's Office

Non-Exempt

The Administrative Assistant, President's Administrative Suite, will provide comprehensive administrative support to the President's Administrative Suite. The Administrative Assistant will be cross-trained to work as part of an administrative support team, along with the Executive Assistant to the President and the Foundation Development Assistant.

The Administrative Assistant, President's Administrative Suite receives supervision from the Executive Assistant to the President.

 

Examples of Duties

Support for the President's Office and President's Administrative Suite:

• Perform complex and confidential administrative activities for management staff; type a variety of regular and confidential documents, including general correspondence, agendas, reports, class schedules, forms, certificates, contracts, and memos from rough draft or verbal instruction; collate and prepare copies of documents; distribute information as needed.
• Verify and review forms for completeness and conformance with established regulations and procedures; collect and process relevant information; ensure that regulatory or accrediting agencies receive appropriate forms and reports. 
• Act as a receptionist; answer phone; convey telephone messages as needed; respond to requests and inquiries from students, faculty, and staff; provide routine information and directions.
• Participate in the maintenance and disposal of regular or confidential departmental files, charts, reports, records, and other data; gather and compile the required information as necessary; sort and file documents and records according to standard policies and procedures; input various information into computer; download, print, sort and file materials as appropriate.
• Maintain, order, inventory supplies for the suite, as necessary.
• Record and distribute the minutes of regular staff or committee meetings as assigned. Represent supervisors as requested.
• Participate on college committees and in other institutional activities as assigned. Perform related duties and responsibilities as assigned.
• Coordinate Academic Affairs meeting schedule and submissions; attend Academic Affairs Committee meetings and take minutes to distribute college-wide.
• Assist in the record-keeping and budget information for Division of Learning grants (ex. Perkins, EDA).
• Coordinate the calendar/schedule of the leadership team, considering the President's role on and off campus.
• Assist the Executive Assistant to the President in coordinating all meetings hosted by the President.
• Maintain accurate records, including correspondence, meeting minutes, and official documents per State Retention Guidelines.
• Assist with coordinating travel arrangements for the President, Board of Trustees, and leadership team, as needed.
• Prepare and brief the Executive Assistant regarding documents that require the President's signature.
• Manage the usage of the boardroom and conference phone line information for all who request to use the space, including reserving rooms in 25Live.
• Maintain reconciliation of monthly credit card statements for the President's Office and leadership team.
• Maintain and update mailing lists for items sent from the President's Office, including event invitations and holiday cards.
• Compose and edit letters of correspondence and messages as needed.
• Work in conjunction with the Registrar's Office for graduation and aid in coordinating details regarding commencement, to include ordering of the President's Cup award; send invitations to special guests.
• Assist in the coordination of large-scale events.
• Assist the Executive Assistant with coordinating all Board activities, including Board meetings, committee meetings, retreats, graduation/pinning participation, and college-related travel, and orientation for new Board members.
• Assist with creating a comprehensive agenda and preparing exhibits for committee and full Board meetings.
• Assist with organizing the annual Board of Trustees (BOT) reception(s).

• Receive cross-training to provide seamless coverage for the Executive Assistant to the President and the Foundation Development Assistant.
• Ensure continuity of operations by understanding the full scope of responsibilities for both roles, including managing sensitive communications and financial tasks.
• Serve as backup for meeting preparation, recording purposes, and other critical tasks as needed.

• Assist with special projects as assigned by the President or Executive Assistant to the President.
• Participate in collaborative team environment to support the daily operations of the administrative suite.
• Uphold confidentiality, professionalism, and ethical standards in all interactions and duties.
• Other duties as assigned by the Executive Assistant to the President

Typical Qualifications

Required:

• Associate's degree in business, marketing, accounting, or related field from a regionally accredited college or university.
• Minimum of three years of experience in a professional office environment.

• Bachelor's degree in business, marketing, accounting, or related field.
• Experience in higher education or a non-profit environment.
• Strong proficiency in Microsoft Office Suite, especially Excel, Word, and PowerPoint.

Knowledge, Skills & Abilities

• Exceptional organizational and multitasking abilities.
• Strong communication skills, both oral and written.
• Proficient in database management and financial reconciliation.
• Ability to work independently and collaboratively in a fast-paced environment.
• Discretion and ability to handle confidential information with integrity.

College of The Albemarle is an Equal Opportunity Employer and seeks candidates who reflect the diversity of our region. In striving to create and sustain a welcoming learning community for all members, employment decisions shall be made without regard to race, national origin, color, religion, sex, disability, age or political affiliation.

Employment with College of The Albemarle is contingent upon the satisfactory results of background and reference checks.

College of The Albemarle does not provide work visa sponsorships. To be considered for employment, applicants must be permitted to legally work in the United States without employer sponsorship.