Executive Assistant to Vice President (Various)

General Summary

This is an exciting time at Lake-Sumter State College!

Under the leadership of President Heather Bigard, we are embarking on a bold journey to transform the ways in which we connect and educate our students while embracing our rich history of high-quality education and personalized student support services. We currently serve over 6,500 students each year and plan to grow to over 10,000 in the next several years.

As a Lakehawk, you’ll have the opportunity to connect and collaborate with incredible faculty and staff who are focused on making a real difference in the lives of students in our community. Together, we will continue to create a significant impact to meet the needs of today’s students and prepare for future generations.

We invite you to join us in our commitment to student success!

Immediate need for an experienced Executive Assistant to be responsible for the efficient and effective administration of operational activities in the Office of the Vice President. The Executive Assistant is supervised by the Vice President. The Assistant is a critical member of the leadership team, interacting with a broad range of individuals on a daily basis and representing the interests and priorities of the VIce President in support of the College’s mission, vision, and values.

Principal Duties & Responsibilities

General Office Administration:

1. Creates and promotes an atmosphere of excellence and professionalism in the Office of the President through communications, interactions, and personal appearance.
2. Monitors all correspondence in and out of the office, including telephone, mail, email, and in-person requests. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, and response.
3. Provides administrative support by providing reception services, scheduling appointments, meetings, and travel, filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents as requested.
4. Completes a variety of administrative tasks and support functions for the President including the completion of forms, planning documents, budgets, contracts, expense reports, answering phones, greeting visitors, directing calls, etc., and managing the maintenance schedule for the office and automobile fleet.
5. Responsibilities require the ability to complete multiple tasks with frequent interruptions and limited guidance.
6. Act as the Vice President’s designee for specific tasks and assignments, as needed.
7. Ability to work with College systems to perform duties.
8. Must know how to operate and troubleshoot electronic office equipment, computers, common office software applications, and maintain moderately complex filing systems and records.

Office Management, Support, and Logistics:

1. Provides a bridge for smooth communication between the Office of the Vice President and internal departments and external constituents; demonstrating leadership to maintain credibility, trust, and support. Provide “gatekeeper” and “gateway” role for direct access to the President.
2. Works closely and effectively with the Vice President to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Keeps a “pulse” on the environment by staying informed of activities and issues throughout the organization and keeps the President updated. Requests information and actions on behalf of the Vice President to ensure that these requests are fulfilled efficiently and effectively.
3. Responsible for the organization, stewardship, and archival of all official College materials, documents, contracts, policies, and procedures both electronic and hard copy while maintaining confidential and sensitive information.
4. Supports the work of the department by purchasing equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process to pay for goods or services purchased by the department.
5. Assists in the organization and implementation of College events.
6. Supports the Office of the Vice President by performing all other duties as assigned.

• Perform other duties as assigned.

Qualifications

• High School diploma or equivalent. Associate’s Degree preferred.
• Five years of relevant professional experience.
• Current technology proficiency in Microsoft Office Suite (Outlook, Word, Excel) and other tools

Knowledge, Skills & Abilities Required

Critical Skills:

• Promote a common purpose consistent with stated College goals and demonstrate a commitment to students and the learning environment.
• Possess the knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manual related to the job tasks
• Demonstrate the ability to respond to supervision, guidance and direction in a positive, receptive manner and in accordance with stated policies.
• Provide quality customer service by creating a welcoming and supportive environment.
• Present a professional image in word, action and attire.
• Demonstrate professionalism in dealing with a diverse population while understanding and respecting each other’s view of the world, personalities and working styles
• Conduct oneself in a manner consistent with the College’s standards of ethical conduct.
• Apply effective techniques to create working relationships with others to achieve common goals; successfully communicates and collaborates with others to achieve goals.
• Demonstrate skills necessary to look at situations and processes critically to make recommendations for improvement.
• Strong service orientation, and ability to effectively work as member, or leader, of a team by cooperating with others, offering to help others when needed and considering larger organizational goals rather than individual concerns. Includes the ability to build &/or support a constructive team spirit where members are committed to the goals and objectives of the organization.
• Plan, organize and successfully multitask to meet multiple deadlines and frequently new work tasks within required timeframes. Proven flexibility to successfully work on diversified projects at a fast and accurate pace.
• Effectively manage change and adaptability
• Adheres to all workplace safety rules, safety laws, regulations, standards and practices
• Ability to work various hours including nights, early morning and weekends
• Ability to travel amongst various campuses and attend College events, or off campus, as required.

Knowledge, Skills, and Abilities:

1. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
2. Very strong interpersonal skills and the ability to build relationships with stakeholders, including faculty, staff and students, board members, and the community.
3. Demonstrated ability to use sound professional judgement including critical thinking, analysis and assessment of implications, identification of patterns, making connections of underlying issues, and the ownership of the outcome.
4. Expert level written and verbal communication skills.
5. Demonstrated proactive approaches to problem-solving with strong decision-making capability.
6. Emotional maturity.
7. Highly resourceful team-player, with the ability to also be extremely effective independently.
8. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
9. Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
10. Forward looking thinker, who actively seeks opportunities and proposes solutions.