Executive Office Support Liaison

ESSENTIAL DUTIES

Provides responsible administrative support and performs office manager functions as directed for the Office of an Executive/OD. Acts as backup for the Executive Office Manager as directed.
Provides front desk coverage in the Office of an Executive/OD. Responds to inquiries and requests for information from visitors and directs to appropriate personnel.
Responds to inquiries received either in-person, by phone, or by email. Exercises discretion and good judgment in responding and problem-solving. Consults with appropriate staff as needed.
Greets and announces visitors arriving at the Office of the Executive/OD for scheduled meetings or appointments.
Answers and directs telephone calls, provides general information, takes messages, and routes callers to appropriate staff. Retrieves messages left on voice mail and directs to proper staff.
Assists in managing supervisor’s calendar as needed; schedules meetings and events; and informs supervisor of daily appointment schedule and commitments.
Prepares and types correspondence for internal and external constituents; copies and distributes documents; maintains spreadsheets and databases. Maintains confidential files, records, and other sensitive information.
Provides planning and coordinator support for meetings and events including, but not limited to, executive tours, stakeholder visits, faculty/staff appreciation receptions. Schedules rooms, arranges for audio and visual technical support, prepares and distributes materials, orders food/beverages; and tracks attendance.
Handles incoming and outgoing office mail; opens mail and directs to appropriate staff; and processes outgoing mail. Receives and logs incoming signature requests while keeping an accurate filing system of returned items.
Performs basic research, compiles data from various sources, and prepares summary reports as requested.
Requests and relays information to college administrators and staff as directed.
Prepares purchase requisitions to order supplies and equipment. Reviews invoices and purchase orders for correct charges and verifies delivery of ordered items.
May contribute to the preparation of information and documents for use in collective bargaining agreement negotiations and other labor relations matters.
May serve on committees as assigned.
May maintain and update business reports to include procurement and requisition reports; budgets and cost reports; event expense reports; and other management reports.
Manages or assists with special projects as needed.
Performs related duties as required.
QUALIFICATIONS

Associate’s degree from an accredited college. Bachelor’s degree or higher preferred

Three years of experience in an administrative support capacity
Previous experience supporting executive functions strongly preferred
A combination of education and experience may be taken into consideration provided the minimum degree requirement is met
Must be proficient in the use of Outlook and Microsoft Office (Word, Excel, PowerPoint)
Knowledge of general office procedures and practices
Excellent interpersonal, written and verbal communication skills
Ability to compose correspondence
Strong organizational and time management skills
Evidence of excellent customer service skills
Ability to communicate clearly and interact with others respectfully
Ability to exercise discretion and good judgement
Ability to work within a culturally diverse environment
Ability to work independently and meet deadlines while pro-actively managing multiple tasks and changing priorities
English and Spanish bilingual preferred