Assistant, Executive

JOB SUMMARY
Provide principal support in an office by carrying out office procedures independently.

Handle a variety of situations and problems with little or no supervision.

Maintain a high level of office decorum and is thoroughly familiar with established protocol.

ESSENTIAL FUNCTIONS
Establish priorities for supervisor’s assignments.

Ensure that office runs smoothly in absence of supervisor.

Handle highly confidential information, both written and verbal.

Keep travel and expense records for supervisor.

Type correspondence and other documents from notes, copies, and rough drafts.

Answer and screen telephone calls, handling multiple lines and relay messages.

Compose and follow up on supervisor’s correspondence and other paperwork.

Handle multiple budgets; place purchase orders and track them through to delivery.

Operate office equipment, track equipment problems and repairs of equipment, and follow through to ensure that proper action is taken.

Schedule and confirm appointments for supervisor.

Compile data on enrollment.

Coordinate arrangements for meetings, conferences, and travel.

Prepare payroll.

Perform other duties, tasks and assignments as required.

QUALIFICATIONS
Education & Experience
 

• Associate’s degree required
• 4 years directly related work experience may be considered in lieu of required degree
• 5 years experience progressive secretarial experience required

Licensing & Certification
 

• Valid Texas Driver License

Special Skills
 

• MS Office Programs
• Information Management Systems
• Organizational & communication skills

Competencies
 

• Serving customers
• Delivering high quality work
• Communicating effectively
• Using creative problem solving
• Prioritizing effectively
• Using technology effectively
• Being resourceful

Working Conditions
General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE:
This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

 

The Organization

Houston Community College (HCC) is composed of 14 Centers of Excellence and numerous satellite centers that serve the diverse communities in the Greater Houston area by preparing individuals to live and work in an increasingly international and technolo