Spelman College Hiring for Executive Assistant-Public Relations at Atlanta, GA Full Time

Executive Assistant-Public Relations

Position Summary:

The Executive Assistant to the Vice President (VP) for Public Relations and Communications reports directly to the Vice President for Public Relations and Communications. This position performs executive level support for the organization and implementation of administrative duties of the Division of Public Relations and Communications.
The position provides executive administrative support to the Vice President of Public Relations and Communications, in fulfillment of administrative and other responsibilities, as may be assigned by the President of the College.

Essential Duties and Responsibilities :

• Provides high level of administrative support, by utilizing tact, diplomacy, and discretion, as required on a wide variety of complex and sensitive issues to the VP for Public Relations and Communications.
• Manages the extremely busy calendar and schedule, vetting internal and external requests, as appropriate.
• Retrieves, reviews, and organizes telephone, mail/email, electronic and face-to-face communications for content, prioritization, and dissemination for appropriate and expeditious response.
• Writes, compiles and prepares reports and data for the Vice President for Public Relations and Communications, including correspondence in response to queries.
• Drafts correspondence for approval prior to final signature (i.e. memoranda, reports and other correspondence as assigned).
• Works closely with the Division VP and Communications management team to ensure deadlines are met, being responsive and prioritizing requests for meetings with the VP for Public Relations and Communications.
• Serves as the communications and administrative liaison between the Division VP and key constituents, including faculty, staff, students, alumnae, and the public by creating and communicating clear and concise correspondence on behalf of the VP in response to internal and external inquires.
• Handles the coordination of meetings for the VP and Division-wide meetings, via on-site and virtual platforms such as Zoom and Microsoft Teams for the Communications department.
• Prepares and organizes meeting materials for the VP of Public Relations and Communications, making sure she/he is well-briefed and prepared for scheduled meetings, events and routine executive functions. Assist with preparation of presentation materials as required.
• Prepares and maintains data, reports, records and documents associated with meetings, as assigned by the supervisor, as well as confidential documents.
• Regularly briefs supervisor on upcoming deadlines, actions items, and ensures appropriate actions are taken to ensure timely execution and appropriate action by the VP and Division management team, and initiates responses for supervisor or brief’s supervisor and/or Division management team for needed responses.
• Provides oversight and guidance on timely servicing of office, technical and communications equipment and monitors the need for accessories, upgrades, purchases, and repairs.
• Tracks and reconciles the Division annual operational budget, makes recommendations for spending, forecasting expenditures.
• Reviews request(s) for use of funds ensuring they are in compliance with College policy.
• Serves as the proxy for the approval of travel expense reports, independent contractor agreements, requisitions (approve in Banner system), budget transfers up to established threshold. This involves reviewing all documentation for accuracy and compliance with College’s procurement and travel policies.
• Maintains complete confidentiality on business matters in the Division of Marketing and Communications system to ensure action is completed on pending items.
• Coordinates logistics for meetings, travel, conferences, registration, professional development, training and other events attended and hosted by the Division Vice President.
• Staff division, working group, committee meetings, and other ad hoc committees as assigned, tracking agenda and action items, disseminating information to said committees.
• Collaborates with other constituencies (physical plant, caterers and vendors) to ensure materials are accurate, complete, and submitted on time.
• Helps with special events, as needed in collaboration with other offices, and at times with off-campus organizations, culminating events and celebrations.
• Plans, manages, and oversees internal Communications staff events for the Division of Marketing and Communications.
• Provides administrative guidance to the Communications Assistant and interns.
• Manages the Communications office space, assists the Communications Vice President with job descriptions, act as liaison with College’s Office of Human Resources to enter employee requisitions, updates to job descriptions and back-office paperwork for staffing needs within the office.
• Promotes an atmosphere of teamwork and professionalism and supports the on-boarding process for new Communications staff.
• Maintains a customer service mindset with all contacts, emphasize quality standards to peers, and deliver quality work.

Required Qualifications:

High School Diploma and five years of directly related work experience or equivalent combination of education and experience are required.This position requires strong customer service focus, communication, and time management skills. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Work requires fact-finding and compilation skills plus ability to perform a variety of tasks simultaneously, at times with little supervision.Excellent oral communication skills are required while interacting with faculty, staff, students, and external constituents, including the ability to communicate with diplomacy and tact. Incumbent must be able to write business correspondence and various narrative reports. Also, must be able to read, analyze, and interpret items such as reports, tables, and other printed related materials. This position requires excellent customer service focus, communication, organization, and time management skills.This work requires the ability to perform advanced level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). In addition to producing correspondence, duties may involve assignments that require creating mail merges, creating brochures, newsletters, fliers, forms, and spreadsheets using formulas, graphs, plus the use of Lotus Notes, Banner Financial Module and Internet navigation.

Preferred Qualifications:

Bachelor’s degree preferred.

Certifications, Licenses, Restrictions :

None.

Physical Demands:

While performing the duties of this job, the employee is regularly required to: sit, use hands to handle office supplies, operate computer and other office equipment, reach with hands and arms, talk, and hear. The employee is frequently required to walk, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

% Travel Required:

1% – 25%

Full Time/Part Time:

Full-time

Work Location/Schedule::

This position is eligible for a hybrid work arrangement.

FLSA:

Non-Exempt

Number of Vacancies:

1

Posting Number:

SC0634P

Posting Open Date:

12/15/2023

Open Until Filled:

Yes

EEO Statement:

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

COVID-19 Vaccination Protocol:

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College requires up to date COVID-19 vaccination of all faculty, staff, and students (collectively “Campus Community”) that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID-19 vaccination: full vaccination and a booster (when eligible) or a single dose of the bivalent vaccine) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown, PharmD Manager of COVID-19 Operations, at [email protected]. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.