Job Summary
The Executive Assistant position, under minimal supervision, is responsible for providing complex clerical, administrative, and project support to the Chief Human Resources Officer (CHRO). This position may serve as the primary point of operational and administrative contact for internal and external constituencies, often on complicated and confidential issues. The incumbent is expected to have a high level of department-specific knowledge and will regularly interact with the executive management and all levels of employees from across the college.
Successful candidates possess the following character traits: customer focus, comfort around college executives, dealing with ambiguity, effective time-management and interpersonal skills, high work ethic, integrity, and trustworthiness. The ability to maintain confidentiality is critical in this position.
Primary Duties And Responsibilities
Essential Performance Requirements*
- Manages calendars, schedules meetings, and coordinates events/meetings for the department on the behalf of CHRO
- Screens incoming phone calls, visitors, and deliveries, often intercepting and resolving issues proactively
- Books travel and completes expense reports for assigned employees
- Facilitates seamless communications between the CHRO and both internal and external parties
- Coordinates meetings including large, complex meetings that span multiple days, locations, and departments
- Gathers, compiles, verifies, and analyzes information for the executive's use in memos, letters, reports, speeches, presentations, etc.
- Performs advanced administrative support specific to various functional areas with limited supervision
- Maintains a high level of confidentiality and security for the CHRO's files, data, and related conversations
- Trains and mentors other administrative support employees as needed
- Monitors and reviews expenditures related to department's budget
- Researches and gathers department data, runs a variety of reports, such as key performance metrics and compliance statistics
- Organizes and participates in department programs and events
- Maintains the office ensuring that office supplies, equipment, and environment are professional and welcoming
Service Excellence
- Participates on behalf of the College in external community organizations and associations
- Attends the workplace regularly, reports to work punctually, and follows a work schedule to keep up with the demands of the worksite
- Completes all required training and professional development sessions sponsored through the Tarrant County College (TCC) Institute
- Supports the mission, values, goals, and principles of the College
Supervision
Works under minimal supervision of the Chief Human Resources Officer
- Performs Other Related Tasks as Required
The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Required Minimum Qualifications
- Associate's degree or 60 college hours completed
- Four (4) years working experience related to the Essential Performance Requirements
Preferred Qualifications
- Bachelor's degree
- At least one (1) year's working experience in a Human Resources department, preferably in a higher education organization
- At least one (1) year's working experience demonstrating intermediate digital literacy, especially related to data organization, collaboration, and communications
Knowledge, Skills and Abilities
- Skilled in excellent customer service and interpersonal relationships
- Skilled in excellent oral and written communication
- Skilled in attention to detail in composing, typing and proofing materials and in establishing priorities and meeting deadlines
- Ability to work effectively in a collaborative environment
- Ability to think critically to effectively solve and communicate problems in a fast-paced environment where the demands for work are varied, and unpredictable in scope and volume
- Ability to use computer applications and enterprise systems, including proficiency with word processing, spreadsheet, and presentation software
- Ability to maintain confidentiality and discretion and to handle sensitive situations
- Ability to use a computer and other office productivity tools with sufficient speed and accuracy to meet the demands of the job
- Ability to maintain a well-groomed appearance, professional demeanor, and produce high quality work
Physical Demands and Work Environment
Physical Demands
- Ability to perform work duties from limited space workstation/desk/office area for extended periods of time
- Ability to bend, stoop, reach, stand, and/or move from one area of the building to another on a regular basis, sit and use a computer for a long period of time
- Manual and physical dexterity needed to operate a computer keyboard and handle paper documents
- Sufficient near vision acuity to read information appearing on computer display screen, in handwritten forms, and printed on paper
- Adequate hearing and verbal abilities to communicate effectively in person and by telephone
- Ability to lift and carry a stack of forms and documents weighing up to 20 pounds
Work Environment
The work environment characteristics described here are representatives of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee occasionally works near moving mechanical parts and is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually quiet.
Accommodations
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.
Special Instructions Summary Posted
