Executive Assistant

Overview The Executive Assistant reports directly to the Vice President of Administration and Finance and provides administrative support to the Vice President, including general correspondence, reporting, and coordination of functions related to departments that report to the Vice President. These departments include budget office, controller, procurement, payroll and special services, administrative services, facilities management, human resources, student accounts, and office information systems. The executive assistant also provides direct administrative support to the Vice President and to Assistant and Associate Vice Presidents, including preparation of board agenda items for board of trustees meetings using board management software, managing correspondence with departments under the Vice President, scheduling appointments and use of conference rooms, compiling and preparing various forms and reports, maintaining records and other documentation. Additional duties include preparing project requests, requisitions, payment requests, and maintaining records for departmental operations, travel, construction and renovation projects, and real estate. The role involves maintaining files and current records regarding payments to contractors, architects, and engineers, monitoring payments on current project funds, and management of professional services contracts, MOFs, purchase orders, and departmental Pcard. The position reviews vendor agreements and contracts to ensure procurement laws are followed. The role also maintains web pages for various departments under the direct supervision of the Vice President for Administration and Finance. Knowledge, Skills, and Abilities Strong attention to detail and problem-solving skills Ability to manage multiple priorities and meet deadlines Effective interpersonal skills Ability to work independently and collaboratively Technical proficiency with office systems and digital tools Minimum Qualifications Bachelor’s degree and two (2) years of relevant administrative experience OR Associate degree and four (4) years of relevant administrative experience Demonstrated experience providing administrative support to senior leadership Excellent organizational, communication, and time management skills Proficiency in Microsoft Office applications Ability to manage confidential information with professionalism and discretion Preferred Qualifications Bachelor’s degree in Business Administration or related field Experience working in higher education or a public sector environment Experience supporting executive-level leadership (Vice President level or higher) Knowledge of Ellucian, Diligent/BoardDocs, Argos and Onmi CMS (formerly OU Campus) Experience with procurement processes, budgeting, or contract administration Experience maintaining web content or using content management systems Location: Main Campus - Russellville, AR #J-18808-Ljbffr Arkansas Tech University (AR)