Job no: 502833
Department: VP Finance & Administration
Work type: Staff Full-time Exempt
Location: Alabama
Categories: Administrative - Professional

MINIMUM REQUIREMENTS:

• Bachelor’s degree, five years of full-time verifiable administrative work experience; or an equivalent combination of education and experience, with preference for experience providing high-level administrative support to an executive or senior leader.
• Proficiency in Google Workspace and Microsoft Office Suite (Word, Excel, PowerPoint)
• Exceptional organizational skills with the ability to multitask and prioritize effectively
• Strong written and verbal communication skills
• High degree of professionalism, discretion, and confidentiality
• Proactive, resourceful, and capable of working independently with minimal supervision
• Strong interpersonal skills with the ability to work collaboratively across diverse stakeholders

DESIRED QUALIFICATIONS:

• Bachelor’s degree preferred
• Higher education experience preferred

The Senior Administrative Assistant reporting to the Chief Administrative Officer (CAO) will provide high-level administrative support to ensure the smooth and efficient operation of the CAO’s office. This position plays a pivotal role in managing communications, scheduling, logistics, and special projects, requiring exceptional organizational, interpersonal, and problem-solving skills. The Senior Administrative Assistant serves as a key liaison between the CAO and various internal and external stakeholders.
The Senior Administrative Assistant reporting to the Chief Administrative Officer (CAO) will provide high-level administrative support to ensure the smooth and efficient operation of the CAO’s office. This position plays a pivotal role in managing communications, scheduling, logistics, and special projects, requiring exceptional organizational, interpersonal, and problem-solving skills. The Senior Administrative Assistant serves as a key liaison between the CAO and various internal and external stakeholders.
Key Responsibilities Include

Executive Support

• Provide a high level of administrative support to ensure the smooth and efficient operation of the office of the Chief Administrative Officer (CAO).
• Manage and coordinate the Chief Administrative Officer’s daily schedule.
• Prioritize and resolve scheduling conflicts independently with discretion, and sound judgement.
• Coordinate the preparation of agendas, supporting materials, and logistical arrangements for meetings led by or involving the Chief Administrative Officer.
• Document and distribute meeting minutes, and track follow-up on action items to ensure accountability and timely completion.
• Coordinate travel arrangements for the CAO, including the development of detailed itineraries, booking of transportation and accommodations, and facilitation of travel-related reimbursements in accordance with institutional policies.
• Act as the primary liaison, serving as the first point of contact for faculty, staff, students, internal and external stakeholders.
• Facilitate effective communication and collaboration between the CAO and internal departments, as well as with external partners, to support the office’s strategic and operational objectives.
• Prepare, draft, edit, and proofread a wide range of correspondence, and presentations on behalf of the Chief Academic Officer (CAO), ensuring clarity, accuracy, and professionalism.
• Manage and respond to incoming communications, including calls, emails, and inquiries, exercising discretion and ensuring timely, appropriate, and professional communication.

Office Management

• Manage the office’s filing systems, maintain confidential records and documents with a high degree of discretion.
• Oversee procurement of office supplies, process expense reports, manage inventory, and perform a variety of administrative tasks as needed.
• Monitor departmental expenditures, process payments, and reimbursements, and reconcile procurement card (P-Card) transactions in compliance with institutional policies and procedures.

Reporting and Record Keeping

• Maintain accurate and well-organized physical and digital records, files, and databases to support efficient departmental operations.
• Create, develop, and generate reports as assigned, ensuring accuracy, clarity, and alignment with organizational needs and reporting standards.

Event Planning

• Assist with the planning and execution of events, meetings, and conferences organized by the Chief Administrative Officer.
• Manage and coordinate the logistics for events, meetings, and conferences to ensure seamless execution.

Project and Task Support

• Support the planning and execution of special projects and strategic initiatives directed by the Chief Academic Officer (CAO).
• Conduct research, gather and analyze data, and prepare reports to support strategic planning and facilitate data-driven decision-making.
• Perform other duties as assigned