Executive Administrative Assistant

Washtenaw Community College - Ann Arbor, MI4.3

The Executive Administrative Assistant will assist in coordinating the operations of the Office of the President by serving as principal aide to the Executive Administrator to the President & Secretary to Board of Trustees, in addition to providing support to the General Counsel. This position will handle a wide range of confidential and sensitive matters of institutional importance and be responsible for the central coordination of all functions and activities of the President’s office.

This position will perform duties in both the Office of the President, under the direction of the Executive Administrator and General Counsel as follows:

For the Executive Administrator to the President & Secretary to Board of Trustees
• Supervised by the Executive Administrator to the President and General Counsel to execute the work of the President’s office, including coordinating schedules and events, providing support, and ensuring all activities of the office are maintained and organized.
• Determine priority matters presented to the President’s Office and communicate alert messages to the Executive Administrator to the President and General Counsel.
• Tactfully assist in resolving student, personnel and community concerns directly or through appropriate referral. Follow up with all parties to ensure resolution.
• Under the direction of the Executive Administrator, prepare documents, agenda and any other necessary information for President’s Office meetings to ensure that the Executive Administrator is fully prepared.
• Serve as a generalist performing complex administrative duties including composing correspondence independently on a wide variety of matters, including material of a sensitive and confidential nature; managing access to the President’s Office by screening, receiving and responding to office visitors and telephone callers; assisting the Executive Administrator in the facilitation of the President’s calendar and events; and reviewing and screening incoming reports and correspondence, making preliminary assessment and organizing/prioritizing documents.
• Assist the Executive Administrator in the preparation of materials for the Board of Trustees, the President, and General Counsel.
• Arrange and direct special events conducted by the Office of the President.
• Ensure accurate and timely information to other Colleges, campus departments, personnel, students and public as necessary.
• Assist in arranging and coordinating business travel for the President, General Counsel, and Board of Trustees with detailed itinerary and handle expense reporting.
• Perform other duties as assigned.

For General Counsel
• Assist the General Counsel with administration and coordination of the delivery of legal services, utilizing confidentiality with all aspects of communication.
• Assist the General Counsel in collecting documents and coordinating the response to Freedom of Information Act (FOIA), Equal Employment Opportunity Commission (EEOC), Michigan Public Employment Relations Act requests and any other requests for legal related information regarding college business, employees or students.
• Support the General Counsel in project coordination.
• Perform other duties as assigned.

Minimum Qualifications:
• Bachelor’s degree in Business Administration, Higher Education, Public Administration or related area OR the equivalent combination of work experience and education.
• Minimum of three (3) years’ work experience in an administrative role supporting a senior level executive in a not-for-profit, higher education, business or government work environment required.
• Demonstrated administrative skills including the preparation of letters, memos, reports and presentation creation.
• Computer savvy: Database, MS Office Suite and Outlook
• Professional attire required

Preferred Qualifications:
• Current Notary Public or ability to obtain Notary Public within 90 days of appointment.
• Ability to utilize sound judgment, be a strategic thinker and effective in moving strategic agendas
• Ability to be politically savvy, and ensure the utmost discretion and confidentiality in all matters.
• Ability to handle multiple simultaneous, time-sensitive projects.
• Ability to maintain concentration and focus under intense time pressure
• Proven ability to work in a fast paced environment
• Hands on experience in working with diverse groups of people as part of a team
• Highly enthusiastic with a profound ability to work under minimal supervision
• Ability to identify/anticipate needs and proactively provide support.
• Strong written and oral communication skills with the proven ability to problem-solve and effectively operate with experience exercising effective judgment in a senior level administrative role within a dynamic environment.
• Professional conduct and behavior befitting of an executive office/environment.

Posting Date:

Closing Date:

Open Until Filled

Special Instructions to Applicants:
Application Deadline:
Job openings are posted for a minimum of five calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended.

Please attach resume and cover letter.

Salary/Hourly Rate:
45,529 - 50,082

Salary Comments:
Current Washtenaw Community College Employees Salary is determined by BOT Policy 5005***
An Administrative Group employee whose job has been reclassified or who is promoted to a new position shall have his/her salary set at the new salary range minimum or at 10% above current salary, whichever is greater. Starting rate/salary is determined based on education and work history listed on application.