Administrative Assistant Job

The Executive Office seeks a highly organized and proactive Administrative Assistant to provide comprehensive support to the executive leadership team. This role is pivotal in ensuring the seamless operation of the office by managing schedules, coordinating communications, and handling confidential information with discretion. The ideal candidate will anticipate needs, prioritize tasks effectively, and contribute to a productive and professional work environment.

Responsibilities

Manage and maintain complex calendars, including scheduling meetings, appointments, and travel arrangements for senior executives.

Screen and direct incoming communications, including emails, phone calls, and postal mail, with appropriate urgency and confidentiality.

Prepare and edit correspondence, reports, presentations, and other documents as required.

Coordinate internal and external meetings, including agenda preparation, material distribution, and minute-taking.

Office Management

Maintain efficient filing systems, both physical and digital, ensuring quick retrieval of documents.

Order and manage office supplies, ensuring inventory levels are adequate for daily operations.

Assist in the onboarding process for new executives and staff by preparing workstations and coordinating orientation schedules.

Handle expense reporting, invoice processing, and budget tracking for the executive office.

Communication

Act as a primary point of contact between the executive office and internal departments, as well as external partners and clients.

Facilitate smooth information flow by drafting and distributing internal announcements and updates.

Respond to routine inquiries on behalf of the executive team, ensuring timely and professional follow-up.

Qualifications

Associate's degree in Business Administration, Communications, or a related field preferred; equivalent combination of education and experience considered.

Minimum of 3 years of experience as an administrative assistant, executive assistant, or in a similar support role.

Experience supporting senior-level management is highly desirable.

Skills & Competencies

Exceptional organizational and time-management skills, with the ability to manage multiple priorities under tight deadlines.

Outstanding written and verbal communication skills, with a high degree of professionalism and diplomacy.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Zoom or Microsoft Teams.

Strong attention to detail and problem-solving abilities.

Discretion and integrity when handling confidential and sensitive information.

Working Conditions

This position is based in a professional office environment, with occasional remote work flexibility.

Standard business hours are Monday through Friday, with occasional need for overtime to support critical deadlines or events.

Ability to sit for extended periods and operate standard office equipment.

South College is a private institution of higher education dedicated to providing career-focused academic programs in healthcare, business, education, technology, legal studies, and other professional fields. The institution offers certificate, associate, bachelor's, master's, doctoral, and professional degree programs through campus-based, online, and hybrid learning formats. South College is committed to student success by delivering quality education, personalized support, and workforce oriented training.