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Executive Administrative Assistant

College of the Mainland
Texas, United States
Salary Not Specified
Date posted
Feb 8, 2024

Position Details

Position Information

Posting Number

Position Title
Executive Administrative Assistant

Contract Length

Class Summary

Provides varied secretarial and office administrative assistance to a Dean and associated professional staff. In addition to providing secretarial and office administrative services for a designated unit or section and related supervisory and/or professional staff, incumbents also have responsibility for the work of additional office support personnel.

Candidates Eligible to Apply

Position Type
Non-Exempt Staff

Employment Status
Full Time

Position Funding Type

Posting Detail Information

Minimum Education/Training/Experience

An Associate’s Degree in a related field and at least 3 years of administrative experience required.

Preferred Education/Training/Experience

A Bachelor’s Degree in a related field and 3 years of related experience preferred.
Preferred prior experience at the community college or university level for a minimum of two years in a full-time position in a similar role to the posted position.

Minimum Knowledge & Skills

· Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.

· Ability to gather data, compile information, and prepare reports.

· Records maintenance skills.

· Skill in budget preparation and fiscal management.

· Ability to use independent judgment and to manage and impart confidential information.

· Ability to analyze and solve problems.

· Ability to plan, develop, and coordinate multiple projects.

· Skill in organizing resources and establishing priorities.

· Demonstrated ability to maintain confidentiality.

· Word processing and/or data entry skills.

· Knowledge of office management principles and procedures.

· Skills in the use of database management, word processing, spreadsheet, and/or presentation software.

· Organizing and coordinating skills.

· Ability to foster a cooperative work environment.

· Knowledge of general accounting principles.

· Knowledge of human resources administration principles and practices.

Preferred Knowledge & Skills

Knowledge and skills for keeping spreadsheets and other data collection tracking processes.
Knowledge of community college databases.
Knowledge of the Maxient system.
Excellent communication skills.
Advanced writing skills.
Bilingual preferred (Spanish)

Licensing/Certification Requirements


Job Duties

1. Oversees and administers the day-to-day activities of the office; develops procedures, and systems which ensure productive and efficient office operation.

2. Provides assistance and support in problem solving, project planning and development and execution of stated goals and objectives.

3. Prepares correspondence, reports and manuscripts and maintains confidentiality of such documents as required.

4. Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions on operational and programmatic matters concerning the Office.

5. Organizes and facilitates meetings, conferences, and other special events; coordinates and attends committee meetings, and participates in committee discussions, as appropriate.

6. Enters, edits and retrieves data and prepares periodic or special reports, using a computer system and following established formats and menus.

7. Oversees the operation of office accounts, and plans and monitors expenditures; as appropriate, develops and/or coordinates budgets for the office and associated accounts.

8. Provides and/or oversees provision of staff support to the office, to include handling walk-up and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of secretarial support.

9. Performs miscellaneous job-related duties as assigned.

Physical Requirements

· No or very limited physical effort required.

· No or very limited exposure to physical risk.

· Work is normally performed in a typical interior/office work environment.

Minimum Salary Range

Mid Point Salary Range

Maximum Salary Range

Posting Open Date

Posting Close Date

Posting Will Be Open Until Filled

Special Instructions to Applicant

Please NOTE : All applications must contain complete job histories, which include job title, dates of employment (month/year), name of employer, supervisors name and phone numbers and a description of duties performed. If this information is not submitted, your application may be considered incomplete. Applications with “See attached” or “See resume” will not be accepted in lieu of a complete application. Omission of data can be the basis for disqualification; you may state “unknown” for any incomplete fields. A scanned copy of unofficial transcript(s) must be attached to the online application.

EEO Statement

College of the Mainland is an affirmative action/equal opportunity institution and does not discriminate on the basis of race, color, sex, age, national origin, religion, disability or veteran status.

College of the Mainland does not discriminate on the basis of disability in the recruitment and admission of students, the recruitment and employment of faculty and staff, and the operation of its programs and activities, as specified by federal laws and regulations within Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and 1992.

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Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How many years of Administrative support experience do you have?
    • 0-2
    • 3-5
    • 6-9
    • 10 or more
  2. * Do you have an Associates degree or higher?
    • Yes
    • No
Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
  3. Transcripts (1 of 3)
Optional Documents
  1. Additional Transcripts (2 of 3)
  2. Additional Transcripts (3 of 3)

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