Executive Assistant (On Site)

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Job ID

277666

Location

Atlanta, Georgia

Full / Part Time

Full-Time

Regular / Temporary

Regular

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About Us

Overview

Georgia Tech prides itself on its technological resources, collaborations, high-quality student body, and its commitment to building an outstanding and diverse community of learning, discovery, and creation.

We strongly encourage applicants whose values align with our institutional values, as outlined in our Strategic Plan. These values include academic excellence, diversity of thought and experience, inquiry and innovation, collaboration and community, and ethical behavior and stewardship.

Georgia Tech has policies to promote a healthy work-life balance and is aware that attracting faculty may require meeting the needs of two careers.

About Georgia Tech

Georgia Tech is a top-ranked public research university situated in the heart of Atlanta, a diverse and vibrant city with numerous economic and cultural strengths.

The Institute serves more than 45,000 students through top-ranked undergraduate, graduate, and executive programs in engineering, computing, science, business, design, and liberal arts.

Georgia Tech's faculty attracted more than $1.4 billion in research awards this past year in fields ranging from biomedical technology to artificial intelligence, energy, sustainability, semiconductors, neuroscience, and national security.

Georgia Tech ranks among the nation's top 20 universities for research and development spending and No. 1 among institutions without a medical school.

Georgia Tech's Mission and Values

Georgia Tech's mission is to develop leaders who advance technology and improve the human condition. The Institute has nine key values that are foundational to everything we do :

1. Students are our top priority.

2. We strive for excellence.

3. We thrive on diversity.

4. We celebrate collaboration.

5. We champion innovation.

6. We safeguard freedom of inquiry and expression.

7. We nurture the wellbeing of our community.

8. We act ethically.

9. We are responsible stewards.

• Over the next decade, Georgia Tech will become an example of inclusive innovation, a leading technological research university of unmatched scale, relentlessly committed to serving the public good;
• breaking new ground in addressing the biggest local, national, and global challenges and opportunities of our time; making technology broadly accessible;

and developing exceptional, principled leaders from all backgrounds ready to produce novel ideas and create solutions with real human impact.

Job Summary

Perform administrative duties for an individual top executive, group, or department. Prepare reports, meeting minutes and correspondence.

Create and edit documents, spreadsheets, and presentations. Manage schedules, arrange appointments and itineraries. Coordinate meetings, travel, conference calls, and complete expense reports.

Answer and transfer phone calls. Remain knowledgeable of business unit policies. May make contacts of a sensitive, complex, and confidential nature.

May work for one or several department professionals, division heads, officers, or managers. Highest-level support. Performs advanced tasks under minimal supervision.

This position will interact on a consistent basis with : Executive leadership, Faculty, Staff, Students, and callers / visitors

This position typically will advise and counsel : executive leadership, faculty, and administrative staff

This position will supervise : N / A

Responsibilities

Job Duty 1 -

Manage the daily activities of the Leader / Executive, including full responsibility for calendar management / scheduling and prepare necessary documentation, as required, for upcoming appointments, meetings, travel, events, and documents requiring the Leader's / Executive's presence

Job Duty 9 -

May serve on various committees and / or task forces at the direction of Leadership

Job Duty 10 -

Perform other related duties as assigned

Job Duty 2 -

Maintain financial record keeping and reporting, coordination of communications, event planning and human resources administration for the Unit

Job Duty 3 -

Provide advice and recommendations to senior leadership and management officials concerning policies, initiatives, and operational matters / issues

Job Duty 4 -

Develop agenda and plan and coordinate meetings, conferences, and events

Job Duty 5 -

Track assignments, budget, and tasking for senior staff assigned to the Executive, and report status on major initiatives and special assignments

Job Duty 6 -

Complete and submit spend authority requests and expense reimbursement requests along with coordinating travel schedules and itineraries;

Process office invoices including reconciliation of charges

Job Duty 7 -

Serve as primary point of contact for receiving and accommodating visitors / callers

Job Duty 8 -

Maintain office filing system including confidential files and procure supplies and materials, as needed

Required Qualifications

Educational Requirements

Bachelor's Degree or an equivalent combination of education and experience

Required Experience

Six to eight years of job-related experience

Preferred Qualifications

Additional Preferred Qualifications

Familiarity and experience with preparing and managing departmental budget.

Familiarity and experience with coordinating departmental payroll and HR related functions (time keeping and overtime requests).

Familiarity and experience with DocuSign software.

Familiarity and experience with making departmental travel arrangements, planning meetings, reservations.

Familiarity and experience with organizing and analyzing data for use in reports, developing databases, and records management systems.

Preferred Educational Qualifications

Master's Degree

Knowledge, Skills, & Abilities

ABILITIES

High visibility position requiring occasional evenings and weekends

SKILLS

This job requires advanced knowledge and skills in executive office administration, time management, problem resolution, customer service, supervision, and communication (written and verbal).

Included is the use of office related and specialized computer applications.

Must possess a strong personal code of ethics, including maintaining confidentiality; ability to adapt to quickly changing circumstances and handling multiple tasks simultaneously.

Ability to work independently and take initiative.

Strong verbal and written communication are required and the ability to identify and solve complex problems, including the ability to anticipate various outcomes, is a must.

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office.

Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards.

More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https : / / www.

usg.edu / policymanual / section8 / C224 / #p8.2.18 personnel conduct .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https : / / www.

usg.edu / policymanual / section6 / C2653 .

Equal Employment Opportunity

The Georgia Institute of Technology (Georgia Tech) is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for all.

To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, Georgia Tech provides equal opportunity to all faculty, staff, students, and all other members of the Georgia Tech community, including applicants for admission and / or employment, contractors, volunteers, and participants in institutional programs, activities, or services.

Georgia Tech complies with all applicable laws and regulations governing equal opportunity in the workplace and in educational activities.

Georgia Tech prohibits discrimination, including discriminatory harassment, on the basis of race, ethnicity, ancestry, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, national origin, age, disability, genetics, or veteran status in its programs, activities, employment, and admissions.

This prohibition applies to faculty, staff, students, and all other members of the Georgia Tech community, including affiliates, invitees, and guests.

Further, Georgia Tech prohibits citizenship status, immigration status, and national origin discrimination in hiring, firing, and recruitment, except where such restrictions are required in order to comply with law, regulation, executive order, or Attorney General directive, or where they are required by Federal, State, or local government contract.

More information on these policies can be found here : https : / / www.usg.edu / policymanual / section6 / c2714 Board of Regents Policy Manual University System of Georgia (usg.edu).

Other Information

This is not a supervisory position.

This position does have financial responsibilities.

This position will not be required to drive.

This role is considered a position of trust.

This position does require a purchasing card (P-Card).

This position will not travel

This position does require the ability to obtain and maintain a security clearance.

Successful candidate must be a US Citizen

Grade A9

Anticiapted hourly rate $29.69 to $40.38 commensurate with qualifications

Background Check

Successful candidate must be able to pass a background check. Please visit http : / / policylibrary.gatech.edu / employment / pre-employment-screening