Executive Assistant II - Business Affairs

At Amarillo College, our mission is: ​Transforming our community and economy through learning, innovation, and achievement. ​Every team member, regardless of job title or duties, is responsible first and foremost, for assisting students in every way.

This is an exciting time to work for Amarillo College! We are seeking our next Executive Assistant II - Business Affairs who will be all-in on our mission and who will provide advance executive support by conducting research, preparing statistical reports, handling information requests and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.

Requirements

EDUCATION

Required: Associate's Degree.

Preferred: Bachelor's Degree.

EXPERIENCE

Required: Three to five (3-5) years of experience as an Executive Assistant, Administrative Assistant or similar role.

Preferred: Five to seven (5-7) years of experience providing Executive Assistant, Administrative Assistant or similar role.

JOB DUTIES & RESPONSIBILITIES

• Answer and make phone calls, receive and screen visitors, and receive, sort and distribute mail. Open, sort, read, and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Take notes and/or minutes of meetings and assemble and organize materials used by self and superior in completing work assignments.
• Review accuracy of records, reports, or manuscripts.
• Prepare agendas and plan for committee, board, and other meetings.
• Manage calendar of appointments.
• Plan, coordinate, and ensure the Executive’s schedule is followed and respected.
• Arrange complex and detailed travel plans, itineraries, and agendas; complete travel expense reports; and compile documents for travel-related meetings.
• Provide a “gatekeeper”/ "gateway” role, for direct access to the Executive’s office and time.
• Assist faculty, students and administrative personnel, and supervise, train and schedule part-time employees and student workers as needed.
• Create and generate reports in Excel, Access, Colleague and/or Business Objects.
• Compose difficult to advanced correspondence, letters, memos, reports, and other written communication materials for a variety of audiences, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.
• Prepare and maintain budget documents and reports.
• Plan and monitor the use of expenditures to meet organizational objectives and compliance.
• Coordinate purchases of equipment and/or supplies to recommend items for departments and budgets.
• Research questions and make appropriate contacts for problem solving.
• Draw information from multiple sources as required to complete assigned tasks and projects.
• Establish and maintain various records management systems, confidential documents, reports and files in an organized and accessible manner utilizing proper sorting and/or filing techniques and records retention policies/schedules.
• Works with Randall County and Potter County Election Administrators during the Board of Regents Election held in odd numbered years.
• Keep track of notary public certifications at Amarillo College and submits new and renewing applications to bonding company.
• As an Amarillo College employee, seek knowledge of and pledge to actively engage in a culture of caring striving to serve students, peers and the community by embracing the AC Core Values: Wow, Family, Fun, Innovation, and Yes!

KNOWLEDGE, SKILLS & ABILITIES

• Ability to be flexible in adapting to changes in priorities, assignments, and other interruptions which may impact pre-established timelines for completing assignments.
• Ability to maintain a high level of professionalism at all times, especially when dealing with resistance or hostility.
• Ability to provide an exemplary level of customer service to all internal, external customers, vendors, community leaders, etc.
• Ability to maintain professionalism in demeanor, work-style and dress.
• Ability to interact with all levels of departmental personnel, community, and management.
• Ability to deal with people in a professional manner.
• Ability to handle stress and remain calm.
• Ability to work in a high- traffic area with continual interruptions.
• Ability to work independently and as team member.
• Ability to communicate effectively both written and verbally.
• Ability to make solid recommendations, have strong attention to detail, good organizational skills, and ability to work under pressure to meet stringent deadlines.
• Ability to analyze policies, procedures and directives to form solid recommendations.
• Ability to read, understand and explain complex and detailed documents.
• Skilled in Microsoft Word, Access, Outlook, Excel and PowerPoint.
• Efficient Organizational and Task Prioritization Skills.
• Proficient Interpersonal, Verbal, and Written Communication Skills.
• Commitment to create and maintain a warm and welcoming office and campus environment.
• Commitment to discretion and confidentiality concerning sensitive information at all times.

Notice: Applicants selected for employment will be required to undergo a pre-employment criminal history background check and possibly a pre-employment drug test.

Salary: Amarillo College - Salary Schedules (actx.edu), Pay grade (13) (salary is determined by Human Resources based on education, work experience and internal comparisons).

Physical Demands: While performing the duties of this job, the employee is frequently required to travel between offices and buildings, and requires the ability to lift, carry, push, pull and/or maneuver office supplies as needed.

Working Conditions: Must be willing to work a flexible schedule (days, nights, weekends, holidays, and varying events if necessary.)

Work Environment: This position operates in a professional office environment, routinely uses standard office equipment (i.e. computers, phones, copy and fax machines, filing cabinets) and is in a high traffic area with continual interruptions. Software commonly used includes Microsoft Office, Colleague, and various other educational applications. Work may also be performed outside of the office and with little to no supervision.

Commitment Statement: Amarillo College is dedicated to building a workforce that embraces a wide range of backgrounds and experiences, fostering a culturally aware team at every organizational level. Our goal is a faculty and staff that mirrors the distinctiveness of our community and is continually enhancing their skills and knowledge to better serve our entire student population.

Promotional Opportunity Policy: Under the Amarillo College Promotional Opportunity Policy, only current appointed or part-time non-appointed employees will be considered for a position during the first five (5) working days from notice or posting.

Benefits

Amarillo College offers benefit packages, including medical, dental, vision, life, and disability coverages available through ERS. Amarillo College provides (at no cost to the employee) a long-term disability policy. In addition to retirement savings through Teachers Retirement System - TRS (pension plan) or Optional Retirement Plan -ORP (403b), the college offers the AC Benefit Plan - additional 403(b) with a generous matching contribution. Amarillo College Employees and their dependents are eligible for reduced or free tuition for Amarillo College courses. Employees have free access to the fitness center located on the Washington Street Campus. We also offer a generous holiday schedule, Amarillo College - Amarillo College Schedule and Holidays (actx.edu)