Location: Allentown,PA, USA
The Administrative Assistant for the Office of the President is responsible for performing a broad range of duties associated with the proper operation and smooth functioning of the Office of the President. Performs needed clerical and administrative tasks as assigned by the Senior Executive Assistant and the President.
DUTIES AND RESPONSIBILITIES:
* President's calendar and scheduling, including gathering, preparing, and organizing data, materials, and background information for meetings and other obligations.
* President's travel and visits, including planning, reservations, creating detailed itineraries, etc.
* Prepares expense and credit card reports, cash reimbursements, check requests, and processes invoices
* President's correspondence, including acknowledgment notes, birthday cards, holiday cards, etc.
* President's Office and other campus event planning and logistics, including room reservations, facilities work orders, catering contracts, A/V and room set-up, sending invitations, managing RSVPs, parking arrangements, etc.
* Commencement event planning and logistics as assigned by Senior Executive Assistant
* General office duties including copying, scanning, filing, ordering supplies, etc.
* Reception of guests and visitors to the office, answering and routing phone calls, and monitoring President@ email account.
* Open, sort, scan, and distribute mail as needed.
* Other support and duties as assigned
Education and Training:
* High school diploma required; college degree preferred
* Experience in an office setting, preferably executive-level and/or in higher education
* Proficient with Microsoft Office suite including Word, PowerPoint, Excel, etc.
Knowledge/Skills/Abilities:
* Able to work independently and as part of a team
* Strict commitment to confidentiality and discretion in handling sensitive information; compliance with FERPA regulations
* Excellent oral and written communication skills, grammatical and clerical skills, and strong customer service and interpersonal skills
* Strong organizational skills with the ability to establish priorities, organize resources, and meet deadlines while working on multiple tasks and maintaining a high attention for detail
* Demonstrates critical thinking and problem-solving skills
* Ability to work under pressure in a fast-paced environment
* Able to work cooperatively and collaboratively with all levels of the institution and outside constituents
Physical Requirements and Working Conditions:
* Able to sit up to 90% of the working day and have sufficient dexterity to operate personal computer, printer, and other office equipment.
* Able to independently travel to various locations, both on and off campus, on behalf of the College
* Able and available to work occasional evenings and weekends
* Able to do some light lifting for event set-up and storage of supplies.