Executive Assistant Duties and Responsibilities
Purpose of Classification:
Coordinates administrative functions to include business affairs,
personnel matters, and managing budgets. Incumbents regularly
resolve politically sensitive problems, which impact the university
internally and externally.
Distinguishing Characteristics:
This is
a specialized classification and not part of a series. This position
is distinguished from the Business Manager series in terms of
diversity of administrative functions performed, i.e.; there is less
emphasis on budget and greater emphasis on general administrative
duties. Decision-making and signature authority is typically fully
delegated to this level and rarely requires supervisory review.
Examples of Duties:
- Directs the preparation of administrative and financial
reports; analyzes and interprets information; makes and
implements decisions; compiles and analyzes data.
- Analyzes administrative and operational functions; reviews
policies and procedures systems for efficiency; implements
appropriate changes and system improvements.
- Counsels the executive on departmental or divisional
administrative matters, or on decisions affecting
interdepartmental relationships.
- Reports personnel status, and budgetary, fiscal and unit
activities to the executive; coordinates college- or school-
wide training and human resource activities and processes
- Manages and controls expenditures within unit budgets;
determines funding source to charge; analyzes financial
feasibility of and approves new programs or plans and funding
sources; prepares special and operating budgets.
- Interprets and implements university and outside agency
rules, regulations, policies and procedures; serves as resource
person for the college, school, or department for general human
resource questions or issues.
- Reviews and approves operational documents.
- Responds to management and public requests for information
and resolves politically sensitive issues.
- Represents the department/unit, university, college or
executive at meetings; serves as department/unit, college or
school liaison to various university departments and
organizations.
- Provides administrative support to executive; maintains
executive's calendar; coordinates college, school or
department-wide activities and special projects.
- May supervise and coordinate the activities of subordinates.
Knowledge, Skills and Abilities:
- Knowledge of administrative principles and practices.
- Knowledge of accounting and budgeting procedures and
techniques.
- Knowledge of supervisory practices and principles.
- Skill in planning, analyzing and coordinating activities and
establishing priorities.
- Skill in both verbal and written communication.
- Skill in problem solving and decision-making.
Minimum Qualifications:
Bachelor's degree in Business or field pertinent to work unit AND
three (3) years of directly related administrative experience; OR,
Seven (7) years of directly related administrative experience; OR,
Any equivalent combination of experience and/or education from which
comparable knowledge, skills and abilities have been achieved.
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