TES Executive Support Assistant

Job Summary

The Executive Support Assistant works in Student Affairs, supporting the Associate Vice President for Student Affairs (AVP).

This role will work closely with the offices reporting to the AVP including Auburn Cares, First Year Experience, Greek Life, Student Conduct, Student Counseling & Psychological Services, and Student Involvement.

This position provides executive-level support to assist and coordinate administrative operations. The role includes a significant amount of direct student contact, access to confidential information, and need for discretion.

Temporary Employment Services (TES), a unit of the Auburn University Department of Human Resources, is an in-house support center established to meet the temporary employment needs of the university.

TES provides qualified and dedicated temporary employees in a wide variety of occupations to meet the staffing needs throughout the campus.

Temporary employees are hired for a variety of reasons with the most common being :

• Assistance in the place of a regular employee who is absent for a specified period of time
• Additional assistance during periods of abnormal or peak workloads
• Assistance with special projects
• Seasonal work
• Emergencies

If you are looking for an employment opportunity, TES is a great way to showcase your professional skills and assist Auburn University while gaining valuable work experience within higher education.

AU student employees are not eligible for TES. Essential Functions

Acts as a receptionist for the front office; receives and routes telephone calls and assists office visitors; gathers and distributes important information;

assists students, employees, and visitors with questions or directions in person or on the phone. Proficient with standard office equipment such as computers, scanners, fax, etc.

• Coordinates materials for high profile events, programs, and meetings. A great deal of detailed notes and files are maintained for all work and the materials are always organized and efficient.
• Manages the correspondence for the AVP including the drafting of letters, agendas, and reports. Manages the distribution of roughly 2,000 external letters sent by the AVP annually.
• Coordinates all events hosted by the AVP including all planning, scheduling, coordination, and implementation for the roughly 200 meetings and 20 events annually.
• Manages all purchasing and budget management for the AVP including providing timely and accurate monthly recordings and reconciling all expenditures in a manner consistent with university guidelines.
• Schedules meetings, organizes and prioritizes the Associate Vice President’s calendar. Makes travel arrangements, processes travel vouchers for reimbursement, assists administrators and complete other assignments as requested.

Minimum Qualifications Leve l I requires a high school diploma or equivalent plus 2 years experience in administrative support services.

Level II requires a high school diploma plus 4 years in administrative support services.

When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience. Desired Qualifications

• The successful candidate will have demonstrated experience in administrative support with an understanding and appreciation for the complex nature of the role.
• They must be an exceptional writer with an ability to both draft and proof-read correspondence and reports.
• Given the fast-paced nature of the work and the number of projects that will be accomplished, the person in this role must be highly organized with an ability to prioritize what is important.
• Being proactive is critical in this role and this person must be a self-starter who anticipates what is needed and begins the work without prompting or instruction.
30+ days ago