Executive Assistant

Position Summary

Responsible for managing administrative staff in collaborative support teams, including schedule coordination, performance evaluation, and professional development plans, while also supporting assigned administrator(s).

This is a high-level position that reports to the Chancellor that requires a highly self-motivated, professional individual capable of supervising staff and prioritizing workloads in a fast-paced work environment with a focus on continuous improvement and customer service.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Ability to apply significant administrative knowledge to supervise staff thoroughly in the scope and complexity of all program and organizational operations.

Demonstrates significant knowledge of the strategic goals, priorities, practices, policies, laws, rules, and regulations that influence the mission of the organization.

Must have strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.

Must be flexible to meet changing priorities and deadlines.

Must be ethical and use integrity in decision-making process when gathering and analyzing information to make recommendations or facilitate a course of action.

Must be able to uphold a strict level of diplomacy and discretion / confidentiality when dealing with sensitive information and data.

Must have strong interpersonal skills and the ability to build professional relationships with stakeholders and constituents, internal / external to the organization using high level of tact, discretion, and diplomacy.

Must be able to maintain professionalism and a positive service attitude in all situations.

Must be able to provide support and assistance to administrative staff to ensure effective use of time and productivity.

Ability to generate reports, create presentations, access data, keep complex records, and reports using Microsoft Office Suite.

Must be proficient in writing and handling business correspondence, producing well thought-out professional presentations, free of grammatical and spelling errors.

Must have excellent customer service skills .

KEY RESPONSIBILITIES

Provides administrative and technical support to administrator(s) to optimize productivity.

Responsible for supervising assigned personnel, including performance evaluation and professional development plan.

Full comprehension of organization’s operation and procedures.

Serve as liaison of supervised personnel and manager.

Works independently and within a team on special projects.

Acts as project lead, which may include planning and coordinating presentations, disseminating information, coordinating timelines, etc.

Establish and maintain an efficient records system for departmental and confidential materials.

Represents organization at meetings and on councils, internal and external to the Dallas College community network, with poise and tact.

May monitor budget in collaboration with administrator.

Collaborates with management team and other individuals within the district to ensure compliance with departmental processes / procedures within area of responsibility.

Participates in professional development activities to stay current on trends and technology associated with job function.

High level of reliability, diligence, professionalism, and discretion.

Uses critical thinking and problem-solving skills to judge situations and take appropriate action.

Manages office supplies inventory.

Communicates effectively, verbally and written, with all stakeholders and constituents within the Dallas College community network.

Completes required Dallas College Professional Development training hours per academic year.

May support other members within the organization.

Performs other duties as assigned.

PHYSICAL REQUIREMENTS

Normal physical job functions performed within a standard office environment. Reasonable accommodation may be made for individuals with physical challenges to perform the essential duties and responsibilities.

Occasionally may be required to lift and carry materials weighing up to 30 pounds.

MINIMUM QUALIFICATIONS

Bachelor’s degree or higher plus three (3) years of highly responsible administrative work-related experience, or

Associate Degree plus five (5) years of highly responsible administrative work-related experience, or

High School Diploma plus twelve (12) years highly responsible administrative work-related experience

Official transcripts are required.

Must have a current and valid Texas driver’s license if traveling to off-site locations.

Bilingual or multilingual preferred.

Will be subject to a criminal background check. Some positions may be subject to a fingerprint check.