Executive Administrative Assistant

Title: Executive Administrative Assistant

Institution: Volunteer State Community College

Job Summary

This position will perform duties required by the Vice President for Advancement and Executive Director of College Foundation requiring efficient operation of the office and collaboration with other departments to coordinate effective teamwork. Ensure the smooth flow of documents (both electronic and paper). Requires initiative and judgment to prioritize workload and meet deadlines. Direct contact with Board of Trustees of the College Foundation and planning of meetings.

Job Duties

Creates and maintains specialized reports, records and files required in connection with department work processes. Performs administrative support functions for supervisor and Foundation staff; schedules assigned appointments, meetings and conferences, coordinates arrangements and sets up meeting rooms; notifies meeting participants; prepares and/or assembles meeting materials from rough notes, drafts, dictation or oral instructions, also takes minutes and prepares for voting purposes. Responds to internal and external questions; receives and screens visitors and/or telephone calls; provides general and specialized information regarding departmental functions that may require the use of judgment, tact and sensitivity and otherwise ensures smooth office operations. Pick up, opens, sorts, and screens mail. Designs, organizes and maintains specialized and custom forms, records, reports, files and logs to support work processes in areas of assigned responsibility. Designs, develops and maintains spreadsheets requiring data manipulation; creates and updates files; removes and archives inactive records or files and maintains tracking systems for the various functions of the Foundation office. Drafts, composes and types a variety of correspondences including but not limited to committee agendas, issues, materials for presentation. Assembles packets for assigned committees; ensure all information is accurate and complete, and the layout is appropriate to the venue. Maintains manuals and updates resource materials. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer services. Maintains a detailed and accurate accounting of foundation income and expenses; works with the college Business Office to ensure accurate record keeping; assists with managing scholarship funding. Responsible for all Foundation Board of Trustee activities, correspondence and events. Assists with all fundraising events as assigned. Completes purchases orders and requisitions; reviews and codes departmental expenses and monitors departmental budget balances as authorized. This position will be trained as a Building Coordinator which involves directing building occupants in the event of an emergency or crisis. Other duties as assigned.

Minimum Qualifications

High School diploma or GED equivalent.

Two years of related experience.

Preferred Qualifications

Associate’s degree.

Certified Administrative Professional (CAP).

Knowledge, Skills, and Abilities

Proficient in Microsoft Office applications. Mastery of Word, Excel, and electronic signature software.

Must be very detail oriented and have an exceptional ability to scan for accuracy and completeness.

Must be able to master a high number of diverse tasks, often simultaneously.

Must be able to look for ways to streamline processes to enhance operational efficiency.

Experience managing complex calendars, coordinating meetings, scheduling appointments, and arranging travel for executive leadership.

Ability to prepare meeting agendas, record and maintain accurate meeting minutes, organize meeting materials, and coordinate follow-up activities.

Strong attention to detail in preparing, reviewing, proofreading, and maintaining correspondence, reports, presentations, and other official documents.

Exceptional organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy and attention to detail.

Demonstrated ability to exercise sound judgment, discretion, and professionalism when handling confidential and sensitive information.

Knowledge of the college and its mission, procedures and processes.

Strong interpersonal skills with the ability to establish and maintain positive working relationships with college administrators, faculty, staff, students, board members, donors, and community partners.

Pay Rate: $43,292 - $51,950 annual salary depending on experience

Volunteer State offers a comprehensive benefits package, including but not limited to the following:

• Insurance: Health, Dental, Vision, Life, Disability (long and short term), FSA/HSA
• Wellness Incentive Program (if enrolled in Health)
• Educational Assistance: Fee Waiver, Spouse/Dependent Discounts, Tuition Reimbursement
• Employee Assistance Program
• Longevity Pay
• Retirement Options: State of TN Pension (TCRS), 401a, 401K with up to $50/month match, 403b, and 457
• 14 Paid Holidays/Year
• Annual Leave (if applicable)
• Sick Leave
• Sick Leave Bank
• State Employee Discount Program with over 900 merchants

Special Instructions to Applicants

Unofficial transcripts are acceptable for the application process. Official transcripts will be required upon hire.

Applicants may be subject to a background check.