Executive Assistant I

To provide comprehensive administrative, financial, and operational support to the Associate Vice President, Branch Campus Director, and Vice President, ensuring efficient departmental operations, effective communication, and the successful execution of campus events and activities. This role is essential in managing documentation, budgetary processes, and customer service while maintaining confidentiality and adhering to college policies. The position also plays a crucial role in supporting faculty, staff, and students by facilitating resources, coordinating schedules, and assisting with technical and logistical needs across the campus. **REPORTS TO:** Associate Vice President/Director, or Appropriate Supervisor - Provide comprehensive secretarial and administrative support to the Associate Vice President (AVP) or Branch Campus Director, including greeting visitors, managing calendars, and scheduling meetings, travel, and events. - Handle filing, copying, scanning, faxing, and maintaining electronic documentation, including backups and shared server drives. - Prepare and distribute memos, spreadsheets, reports, and other documents as requested. - Take and distribute meeting minutes and maintain documentation related to Advisory Committee meetings. - Maintain staff contact lists, office hours, and upload course syllabi and faculty vitae to the TVCC website as needed. - Review and process purchase orders, invoices, and budget adjustments, ensuring funds are available. - Assist with budget preparation and management, including monitoring grant budgets and processing invoices. - Maintain records for vendors and assist with procurement processes. - Oversee maintenance of department equipment and facilities, submitting repair requests and managing inventory. - Arrange room reservations for classes and events, coordinating logistics with relevant departments. - Administer departmental software, manage web pages, and maintain web content on the TVCC website. - Collaborate with technical support teams to resolve issues and ensure system operation. - Serve as the primary contact for classroom reservations, special events, and campus inquiries. - Assist students, faculty, and the public with inquiries regarding account balances and college information. - Manage and order office supplies, maintaining a balanced budget and tracking usage. - Serve as a notary for college records if applicable and provide backup support as needed. - Ensure confidentiality of information and compliance with college policies. - Support the AVP or Branch Campus Director with tasks related to schedules, catalog changes, and graduation activities. - Perform other duties as assigned by supervisory personnel, maintaining flexibility to accommodate departmental needs. - Work assigned schedule and comply with timekeeping policies. **EDUCATION REQUIRED:** High school diploma or GED **PREFERRED:** Associate degree **EXPERIENCE REQUIRED:** Three (3) years of office experience **PREFERRED:** Experience in an educational environment - Typing/Data Entry - Software proficiency – Microsoft Office - Operating equipment – office or otherwise - Written and oral communication - Interpersonal and customer service skills - Attention to detail - Time management - Organization