00001064 - Executive Assistant to the Vice President for People, Culture, and Equity

The Executive Assistant to the Vice President for People, Culture and Equity provides high-level administrative support, ensuring the efficient operation of the office. This role involves handling confidential information, managing schedules, coordinating meetings and assisting with special projects and events. The ideal candidate will possess excellent organizational skills, a strong attention to detail, and the ability to work independently.

Requisition ID:
Position Number: 00001064
Department: People, Culture and Equity
Employee Group: Professional, Management and Administration
Schedule: 40 Hours/52 Weeks
Compensation: OP4, $55,561 Annually
Benefits: Full Time
Reports to: Vice President for People, Culture and Equity
Posting Opens: 
Posting Closes: 

ESSENTIAL FUNCTIONS

Administrative Support

  • Manage and maintain the Vice President’s calendar, scheduling appointments, meetings and travel arrangements.
  • Screen and prioritize incoming communications (emails, calls and mail).
  • Prepare and edit correspondence, reports, presentations, and other documents.
  • Handle confidential information with discretion and professionalism.
  • Respond to concerns and questions from internal and external customers
  • Represents the Vice President for People, Culture and Equity as needed in meetings and other events internally and externally.
  • Manage department budget and perform general monitoring of budgets within the People, Culture and Equity division.
  • Maintain records of negotiation processes and bargaining sessions
  • Prepare and maintain confidential material for collective bargaining.

Meeting Coordination

  • Organize and coordinate internal and external meetings, including preparing agendas, materials, and minutes.
  • Arrange logistics for meetings, such as booking conference rooms, setting up audio-visual equipment, and providing refreshments.
  • Ensure follow up actions from meetings are tracked and completed.

Event Coordination

  • Support the organization and execution of company events, workshops, and training sessions.
  • Coordinate logistics, including venue selection, catering, and transportation.
  • Coordinate event budgets and provide post-event evaluations.

Communication

  • Draft and distribute communications on behalf of the Vice President.
  • Act as a liaison between the Vice President and staff facilitating effective communication and collaboration.
  • Handle inquiries and requests, providing appropriate responses or redirecting as necessary.
  • Maintain the website for People, Culture and Equity.

Other Functions

  • Persons in this role are identified as a Campus Security Authority (CSA). CSA's will be trained and responsible for reporting Clery Reportable Crimes to Campus Police as required by the Clery Act.
  • Complete purchase orders for the office as needed.
  • Order office supplies and materials as needed.
  • Organize and maintain various filing systems.
  • Other duties as assigned.
  • Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.

JOB SPECIFICATIONS

Education Credentials

  • Bachelor’s Degree required.

Work Experience

  • A minimum of three years of administrative assistance experience or the equivalent, required
  • Experience working in higher education, preferred.
  • Proficiency in Microsoft Office Suite and Google Suite, preferred.

Skills

  • Organizational Skills: Ability to manage multiple calendars, tasks and projects. Strong attention to detail and ability to prioritize effectively.
  • Time Management: Efficiently manage time to meet deadlines. Ability to handle a high volume of tasks and adjust priorities as needed.
  • Communication Skills: Excellent written and verbal communication skills. Ability to draft professional correspondence and reports. Proficiency in communicating with a diverse range of stakeholders.
  • Discretion and Confidentiality: High level of integrity in handling sensitive and confidential information. Trustworthiness in dealing with professional matters of the Vice President.
  • Interpersonal Skills: Strong interpersonal skills for building and maintaining relationships. Ability to work effectively with people at all levels of the organization.

Physical Demands

  • Must be able to sit or stand for long periods of time.

Mental Demands

  • Exceptional organizational abilities including the ability to prioritize work and complete tasks in a timely fashion.
  • Ability to manage multiple tasks and priorities simultaneously.
  • Ability to perform daily tasks and work through unanticipated issues with limited supervision.
  • Optimistic attitude and proven ability to work independently and to be a productive and contributing member of a team.

Working Conditions

  • GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
  • Professional office environment serving the executive leadership of the College.
  • Frequent phone calls with requests for information and assistance from both internal and external customers along with some drop in customer traffic.
Print Article