Executive Assistant

Job ID: 301700 Location: Atlanta, Georgia Full/Part Time: Full-Time Regular/Temporary: Regular About Us Georgia Tech prides itself on its technological resources, collaborations, high-quality student body, and its commitment to building an outstanding and diverse community of learning, discovery, and creation. We strongly encourage applicants whose values align with our institutional values, as outlined in our strategic plan. These values include academic excellence, diversity of thought and experience, inquiry and innovation, collaboration and community, and ethical behavior and stewardship. Georgia Tech has policies to promote a healthy work-life balance and is aware that attracting faculty may require meeting the needs of two careers. About Georgia Tech Georgia Tech is a top-ranked public research university situated in the heart of Atlanta, a diverse and vibrant city with numerous economic and cultural strengths. The Institute serves more than 45,000 students through top-ranked undergraduate, graduate, and executive programs in engineering, computing, science, business, design, and liberal arts. Georgia Tech's faculty attracted more than $1.4 billion in research awards this past year in fields ranging from biomedical technology to artificial intelligence, energy, sustainability, semiconductors, neuroscience, and national security. Georgia Tech ranks among the nation's top 20 universities for research and development spending and No. 1 among institutions without a medical school. Georgia Tech's Mission and Values Georgia Tech's mission is to develop leaders who advance technology and improve the human condition. The Institute has nine key values that are foundational to everything we do: 1. Students are our top priority. 2. We strive for excellence. 3. We thrive on diversity. 4. We celebrate collaboration. 5. We champion innovation. 6. We safeguard freedom of inquiry and expression. 7. We nurture the wellbeing of our community. 8. We act ethically. 9. We are responsible stewards. Over the next decade, Georgia Tech will become an example of inclusive innovation, a leading technological research university of unmatched scale, relentlessly committed to serving the public good; breaking new ground in addressing the biggest local, national, and global challenges and opportunities of our time; making technology broadly accessible; and developing exceptional, principled leaders from all backgrounds ready to produce novel ideas and create solutions with real human impact. Job Summary Perform administrative duties for an individual top executive, group, or department. Prepare reports, meeting minutes and correspondence. Create and edit documents, spreadsheets, and presentations. Manage schedules, arrange appointments and itineraries. Coordinate meetings, travel, conference calls, and complete expense reports. Answer and transfer phone calls. Remain knowledgeable of business unit policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Highest-level support. Performs advanced tasks under minimal supervision. This position will interact on a consistent basis with: Executive leadership, Faculty, Staff, Students, and callers/visitors. This position typically will advise and counsel: executive leadership, faculty, and administrative staff. This position will supervise: N/A Responsibilities Job Duty 1 - Manage the daily activities of the Leader/Executive, including full responsibility for calendar management/scheduling and prepare necessary documentation, as required, for upcoming appointments, meetings, travel, events, and documents requiring the Leader's/Executive's presence Job Duty 2 - May serve on various committees and/or task forces at the direction of Leadership Job Duty 3 - Perform other related duties as assigned Job Duty 4 - Maintain financial record keeping and reporting, coordination of communications, event planning and human resources administration for the Unit Job Duty 5 - Provide advice and recommendations to senior leadership and management officials concerning policies, initiatives, and operational matters/issues Job Duty 6 - Develop agenda and plan and coordinate meetings, conferences, and events Job Duty 7 - Track assignments, budget, and tasking for senior staff assigned to the Executive, and report status on major initiatives and special assignments Job Duty 8 - Complete and submit spend authority requests and expense reimbursement requests along with coordinating travel schedules and itineraries; Process office invoices including reconciliation of charges Job Duty 9 - Serve as primary point of contact for receiving and accommodating visitors/callers Job Duty 10 - Maintain office filing system including confidential files and procure supplies and materials, as needed Required Qualifications Educational Requirements Bachelor's Degree or an equivalent combination of education and experience Required Experience Six to eight years of job-related experience Preferred Qualifications Preferred Educational Qualifications Master's Degree Preffered Qualifications Strong calendar management skills Experience supporting executives for meetings and reviews; ensuring follow-through on action items. Authority to exercise independent judgment on priorities, scheduling, and communications. Experience supporting leadership in complex, mission-driven environments (e.g., research universities, research administration, healthcare, government, or similarly regulated organizations), with high discretion and risk awareness. Experience working in a fast-paced, complex environment Required Documents to Attach Cover letter, resume, and a list of three references. Knowledge, Skills, & Abilities ABILITIES High visibility position requiring occasional evenings and weekends SKILLS This job requires advanced knowledge and skills in executive office administration, time management, problem resolution, customer service, supervision, and communication (written and verbal). Included is the use of office related and specialized computer applications. Must possess a strong personal code of ethics, including maintaining confidentiality; ability to adapt to quickly changing circumstances and handling multiple tasks simultaneously. Ability to work independently and take initiative. Strong verbal and written communication are required and the ability to identify and solve complex problems, including the ability to anticipate various outcomes, is a must. Contact Information Questions about the position may be directed to Michele Gergans, View email address on click.appcast.io or Brandi Bunn, View email address on click.appcast.io. USG Core Values The University System of Georgia is comprised of our 25 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at Equal Employment Opportunity The Georgia Institute of Technology (Georgia Tech) is an Equal Employment Opportunity Employer. The Institute is committed to maintaining a fair and respectful environment for all. To that end, and in accordance with federal and state law, Board of Regents policy, and Institute policy, Georgia Tech provides equal opportunity to all faculty, staff, students, and all other members of the Georgia Tech community, including applicants for admission and/or employment, contractors, volunteers, and participants in institutional programs, activities, or services. Georgia Tech complies with all applicable laws and regulations governing equal opportunity in the workplace and in educational activities. Equal opportunity and decisions based on merit are fundamental values of the University System of Georgia ("USG") and Georgia Tech. Georgia Tech prohibits discrimination, including discriminatory harassment, on the basis of an individual's race, ethnicity, ancestry, color, religion, sex (including pregnancy), national origin, age, disability, genetics, or veteran status in its programs, activities, employment, and admissions. Further, Georgia Tech prohibits citizenship status, immigration status, and national origin discrimination in hiring, firing, and recruitment, except where such restrictions are required in order to comply with law, regulation, executive order, or Attorney General directive, or where they are required by Federal, State, or local government contract. Other Information This is not a supervisory position. This position may have any financial responsibilities. This position will not be required to drive. This role is considered a position of trust. This position does require a purchasing card (P-Card). This position may travel. This position does not require security clearance. A9 Atlanta, GA The anticipated hourly range of $36.04 to $42.53 will be commensurate with qualifications Background Check A successful candidate must be able to pass a background check and a credit check. Please visit: #J-18808-Ljbffr