Executive Administrative Assistant- Alabama Cooperative Extension

Job Summary

The Executive Administrative Support position provides high-level administrative support to the ACES Director at AAMU and other members of the Administrative Team. This position has a broad range of duties and tasks that require discretion and confidentiality.

Essential Functions

• The essential functions are representative of major duties of positions in this job classification. Specific duties and responsibilities may vary based upon departmental needs.
• Essential Functions:
• Performs multiple high-level duties which are a mix of administrative and project management. These duties may include, but are not limited to:
• Travel reservations and travel reimbursement requests
• Data gathering, maintenance, and analysis
• Ability to compose and edit written materials to include meeting minutes, correspondence, etc.
• Ability to analyze and solve problems
• Calendar management/ Event scheduling
• Document preparation
• Mail distribution
• Answering phones
• Ordering supplies for the ACES Director at AAMU and the Administrative Team.
• Exercises discretion concerning highly sensitive and confidential information.
• Acts as a liaison to other University departments, ACES teams, and the public on behalf of the ACES Director at AAMU and the ACES Administrative Teams.
• Prioritizes and presents issues and concerns proactively to the ACES Director at AAMU and Associate Director.
• Manages preparation of documents such as agendas, notices, minutes while exercising considerable independent judgment about the demands on the Director and Associate Director's time.
• Coordinates planning with other members of leadership in ACES, across campus, and with external contacts.
• May act as a point of contact for purchasing or vendor/outside agencies for assigned projects and events.
• May support Unit budget tracking and updates, travel/expense voucher and procurement processing, and other financial and accounting procedures.
• May assist in event planning, set up, clean up, and follow up. This can include providing status of projects/events to ACES Director at AAMU, Associate Director and State Administrative Staff as appropriate.
• Supports Extension Human Resources Manager with professional discretion and credibility.
• May be responsible for handling cash, deposits with University Finance, and appropriate documentation.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• May make travel arrangements for the ACES Director at AAMU and the Administrative Team.
• May provide leadership and management of the Administrative Support roles.

Minimum Required Education: Bachelor's degree in Business, Management, Administration, or related discipline.

Experience:

• Minimum of 5 years in support of an Executive level leader.
• Demonstrated excellence in time management.
• Demonstrated organizational and prioritization skills.
• Experience and knowledge in office management.
• Experience and knowledge in records retention and management.
• Demonstrated ability to maintain confidentiality.
• Intermediate/Advanced Microsoft Office skills.

Desired/Preferred education/experience:

• Knowledgeable of human resources concepts, practices, policies, and procedures

SALARY Range: $60,000 - $70,000 Contingent on education and experience

CLOSING DATE: Open until filled

ACES is an Affirmative Action/Equal Opportunity Employer. It is our policy to provide equal employment opportunities for all individuals without regard to race, sex, religion, color, national origin, age, disability, protected veteran status, genetic information, sexual orientation, gender identity, or any other classification protected by applicable law.

Alabama A&M University encourages applications for employment from persons who are members of groups that have been underrepresented based on race, color, national origin, gender, age, or disability.