Location: Mobile,AL, USA
Position Information
Position Number 003106 Position Title Executive Assistant I - 003106 Division Finance and Administration Department 170000 - Office of VP Fin and Administration Minimum Qualifications
High school diploma or equivalent and six years of progressively responsible administrative and secretarial experience. An equivalent combination of education and experience may be considered.
Preferred Qualifications Job Description Summary
The University of South Alabama is seeking to hire an Executive Assistant I. Interested candidates should apply to be considered
Essential Functions
These are the job duties required of the position.
Essential Functions
* Provides administrative support to the to the Chief Administrative Officer (CAO) and the Chief Facilities Management Officer (CFMO).
* Exercises discretion concerning highly sensitive and confidential information.
* Proactively manages schedules for the CAO and CFMO, scheduling appointments and managing conflicts as they arise.
* Schedules and plans complex and large meetings to include time, space and location.
* Schedules and plans conferences and events, including making facilities reservations, preparing and distributing invitations, ordering food, and coordinating wind-down activities.
* Prepares agendas and informs participants of topics to be discussed, researching necessary background information.
* Serves as recording secretary at meetings and prepares minutes.
* Serves as liaison between the CAO's and CFMO's offices and all other University offices and entities.
* Compiles information, drafts original documents and reviews forms requiring the CAO's or CFMO's signature.
* Makes travel arrangements and prepares travel itineraries.
* Prepares travel requests and travel and other expense reimbursement requests, personnel action forms, requisitions, purchase orders, direct pays/invoices, contractual agreements, journal vouchers, and other university forms.
* Submits time off requests for the CAO and CFMO and manages time off requests from direct reports.
* Orders and maintains office supplies and equipment, proactively anticipating needs.
* Receives, reviews and directs incoming mail.
* Composes and responds to inquiries not requiring the personal attention of the CAO or CFMO.
* Prepares various letters, documents, and forms as directed.
* Creates and/or edits complex reports and documents.
* Reviews and edits documents for accuracy and completeness.
* Answers telephones and directs calls.
* Maintains confidential files.
* Supervises student assistants to include scheduling, training, and approving timesheets.
* Regular and prompt attendance.
* Ability to work schedule as defined and additional hours as required.
* Related duties as required.
Posting Information
Number of Vacancies 1 Position End Date (if temporary) Job Open Date 11/13/2024 Job Close Date Open Until Filled Yes Special Instructions to Applicants Working Days Monday - Friday Working Hours 8:00 a.m. - 5:00 p.m. Job Location Main Campus Full-time or Part-Time Full Time Regular or Temporary Regular