Executive Assistant

Job Overview

The Executive Assistant plays a vital role in supporting an executive by managing schedules, communications, and administrative tasks, ensuring efficient operations within the organization Under the general direction of the AVP, Administrative Services, the Executive Assistant will provide administrative and analytical support at a high level in a wide variety of areas including correspondence, communications, maintenance of the calendar and problem solving for the day-to-day operations of Administrative Services.

The incumbent will coordinate activities on behalf of the Administrative Services Division to ensure his/her time is effectively allocated and that information/materials needed are provided to advance the priorities of the office inclusive of special projects and budget preparation. The Executive Assistant must work independently with a high degree of confidentiality and assist with identifying issues or problems and re-route to relevant lower levels and escalate to Executives for immediate attention when necessary.

Responsibilities and Duties

• Acts as point person for all staff who support and assist the AVP, Administrative Services. Coordinates workflow, communications, processes and procedures for all work done in direct support of the AVP, Administrative Services. Participates in weekly staff meetings to ensure that departmental projects and issues are handled in a timely manner.
• Exercise independent judgment to perform special assignments as requested by the AVP, Administrative Services. Assist with the resolve, research, assessment, and referral of problems, often of a sensitive or confidential nature.
• Exercise independent judgment in bringing information and issues related to the affairs of the Administrative Services to the AVP, Administrative Services.
• Develop written responses for the signature of the AVP, Administrative Services. Independently respond to requests and inquiries from faculty, staff and students regarding divisional and institutional policies and procedures.
• Provide daily and long-range assistance on a wide range of assignments both internal and external to the division, i.e. new departmental initiatives and proposals, staff or student grievances, etc.
• Provide analytical and administrative support to the Department Head on a variety of campus wide or departmental issues, projects and programs. Compile data, solicit and research information from a variety of sources both on and off campus, and prepare report as requested.
• Draft correspondences on behalf of the AVP, Administrative Services, prioritizes and schedules appointments for the AVP, Administrative Service’s calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the AVP, Administrative Services. Coordinate complex schedules.
• Assist with coordinating travel arrangements.
• Prepare detailed briefing materials for the AVP, Administrative Services prior to meetings. Provide pertinent facts, data and other background information for meetings, reports, inquires, agendas and presentations.
• Manage general communication with the divisional departmental heads and their offices, including those located on other campuses to ensure coordination of the Institute’s activities, and objectives are fulfilled.
• Manage pending projects and working files to ensure that goals and deadlines are met.
• Maintains confidentiality and discretion regarding the Bahamas Technical and Vocational
• Institute’s business and files.
• Performs any other reasonable task/assignment given by the AVP, Administrative Services

Job Specifications

Required Qualifications

• Bachelor’s Degree with 3-5 years of relevant experience or an Associate’s Degree with 7-10 years relevant experience.

Required Experience

• 3-5 years supporting an Executive or Senior Manager preferred.

Physical

• Limited physical effort relevant to office work.

Analytical

• Interprets and analyses scenarios and documents.
• Prepares reports

Working Conditions

• Typical office and campus environment.
• Requires some flexibility in working hours to accommodate the executive’s schedule. 

Authority

• Enforces the confidentiality rules of the Institution.

Specialized Knowledge, Skills and Abilities

• This post requires a self-motivated individual who can anticipate problems and demonstrate significant independent judgement.
• Detail oriented, high level of accuracy and ability to juggle competing priorities.
• Excellent written communication skills for preparing correspondence, documents and reports, utilizing correct spelling, grammar, and punctuation.
• Strong analytical and problem-solving skills for identifying needs, conducting research and developing innovative proposals, solutions and programs.
• Ability to interpret information, re-route issues for resolution to appropriate persons in the organization or escalating to Department Head for immediate attention.
• Excellent communication and interpersonal skills for effectively dealing with a broad range of individuals at various levels of the organization including board directors, executives, senior management, faculty, staff and students in a warm professional manner.
• Administrative experience with abilities to set priorities, organize and coordinate office operations. Anticipate needs, work under pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters.
• Strong self-motivation skills for independently establishing effective working relationships with faculty and staff at all levels of the organization and demonstrates the ability to work as a member of the team.
• Extensive, related analytical and administrative experience in an executive level office.
• Experience with scheduling appointments and coordinating calendars.
• Experience with standard electronic word processing, spreadsheet, calendar, email programs; and database programs.