Administrative Assistant
5+ years
United States
Full-time
Remote
1 month ago
About the role
About The Company
Georgia College & State University (GCSU) is the state's designated public liberal arts university, dedicated to providing students with the essential skills needed to thrive in a rapidly evolving, technology-driven global society. Renowned for its academic excellence, GCSU offers a personalized educational experience within a vibrant residential campus, fostering leadership, critical thinking, and lifelong learning. As one of only three selective universities within the University System of Georgia and ranked among the top public universities in the Southeast, GCSU offers a diverse array of undergraduate majors, graduate programs, professional certificates, and doctoral degrees in education and nursing. The university is committed to high-impact practices such as internships, community engagement, study abroad, and undergraduate research, all designed to prepare students for successful careers and meaningful contributions to their communities.
About The Role
The Administrative Assistant II in the Office of the President plays a vital role in supporting the executive leadership of Georgia College & State University. This position is responsible for providing high-level administrative support directly to the President and Chief of Staff, acting as a key liaison between the presidential office and internal departments, external partners, and community stakeholders. The role demands exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities efficiently in a fast-paced environment. The Administrative Assistant II manages complex calendars, coordinates meetings, prepares correspondence, and oversees various administrative functions to ensure the smooth operation of the President’s Office. Additionally, this role involves managing office logistics, supporting special projects, and maintaining confidentiality at all times to uphold the integrity and reputation of the university’s leadership team.
Qualifications
Candidates should possess an associate’s degree or equivalent education and work experience. A minimum of one to three years of relevant administrative experience supporting executive-level leadership is required. Preference will be given to candidates with prior experience in higher education settings, travel coordination, and managing confidential information. Strong technical skills in Microsoft Office Suite, database management, and email/calendar systems are essential. Excellent communication, interpersonal, organizational, and problem-solving skills are necessary to succeed in this role. The successful candidate must demonstrate professionalism, attention to detail, and the ability to handle sensitive information with discretion.
Responsibilities
Administrative Support - 50%
Other Duties - 5%
Project & Office Management - 20%
Meeting & Event Coordination - 15%
Communication & Liaison - 10%
Benefits
Georgia College & State University offers a comprehensive benefits package to support the well-being and professional growth of its employees. Benefits include health insurance options, dental and vision coverage, retirement plans, paid time off, and professional development opportunities. The university also promotes a collaborative and inclusive work environment that values diversity, equity, and inclusion. Employees are encouraged to participate in campus events, training programs, and community engagement initiatives. Additionally,
Georgia College & State University (GCSU) is the state's designated public liberal arts university, dedicated to providing students with the essential skills needed to thrive in a rapidly evolving, technology-driven global society. Renowned for its academic excellence, GCSU offers a personalized educational experience within a vibrant residential campus, fostering leadership, critical thinking, and lifelong learning. As one of only three selective universities within the University System of Georgia and ranked among the top public universities in the Southeast, GCSU offers a diverse array of undergraduate majors, graduate programs, professional certificates, and doctoral degrees in education and nursing. The university is committed to high-impact practices such as internships, community engagement, study abroad, and undergraduate research, all designed to prepare students for successful careers and meaningful contributions to their communities.
About The Role
The Administrative Assistant II in the Office of the President plays a vital role in supporting the executive leadership of Georgia College & State University. This position is responsible for providing high-level administrative support directly to the President and Chief of Staff, acting as a key liaison between the presidential office and internal departments, external partners, and community stakeholders. The role demands exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities efficiently in a fast-paced environment. The Administrative Assistant II manages complex calendars, coordinates meetings, prepares correspondence, and oversees various administrative functions to ensure the smooth operation of the President’s Office. Additionally, this role involves managing office logistics, supporting special projects, and maintaining confidentiality at all times to uphold the integrity and reputation of the university’s leadership team.
Qualifications
Candidates should possess an associate’s degree or equivalent education and work experience. A minimum of one to three years of relevant administrative experience supporting executive-level leadership is required. Preference will be given to candidates with prior experience in higher education settings, travel coordination, and managing confidential information. Strong technical skills in Microsoft Office Suite, database management, and email/calendar systems are essential. Excellent communication, interpersonal, organizational, and problem-solving skills are necessary to succeed in this role. The successful candidate must demonstrate professionalism, attention to detail, and the ability to handle sensitive information with discretion.
Responsibilities
Administrative Support - 50%
- Provide comprehensive administrative assistance to the President and Chief of Staff, including managing calendars, scheduling meetings, and coordinating travel arrangements.
- Serve as the primary point of contact for the President’s Office, screening communications and directing inquiries appropriately.
- Prepare correspondence, reports, and briefing materials on behalf of the President and Chief of Staff.
- Coordinate and prepare materials for cabinet meetings and other executive gatherings.
- Maintain confidential files and records related to institutional activities and presidential initiatives.
- Process expense reports, reimbursements, and procurement requests following university policies.
- Assist with budget management for the Office of the President, including tracking expenses for state, Foundation, and Sodexo budgets.
Other Duties - 5%
- Perform additional responsibilities as assigned, including participation in division or campus committees and supporting special projects.
Project & Office Management - 20%
- Manage the secured access system for the Office of the President, including assigning permissions and monitoring usage to ensure security compliance.
- Oversee the email account associated with the President’s Office, ensuring timely responses and proper escalation of issues.
- Support the Chief of Staff with institutional initiatives and special projects.
- Track deadlines and commitments, ensuring timely completion of tasks and follow-up actions.
- Maintain records of agreements, contracts, and official documents requiring presidential review or signatures.
- Coordinate responses to information requests from internal and external sources.
- Manage office supplies, equipment, and technology needs for the Office of the President.
- Document processes and procedures to ensure institutional continuity and efficiency.
Meeting & Event Coordination - 15%
- Schedule and coordinate meetings, including room reservations, technology setup, catering, and attendee notifications.
- Maintain and manage the President’s Conference Room calendar, resolving scheduling conflicts and ensuring meeting spaces are prepared.
- Prepare agendas, background materials, and briefing documents for meetings.
- Attend meetings as needed to record minutes and track action items.
- Coordinate logistics for presidential travel, including itinerary planning, accommodations, and ground transportation arrangements.
Communication & Liaison - 10%
- Draft routine correspondence on behalf of the President and Chief of Staff.
- Screen and prioritize incoming communications, ensuring urgent matters are addressed promptly.
- Serve as a liaison between the President’s Office and other university departments, external organizations, and community partners.
- Maintain professional relationships with faculty, staff, students, alumni, and community leaders to facilitate effective communication and collaboration.
Benefits
Georgia College & State University offers a comprehensive benefits package to support the well-being and professional growth of its employees. Benefits include health insurance options, dental and vision coverage, retirement plans, paid time off, and professional development opportunities. The university also promotes a collaborative and inclusive work environment that values diversity, equity, and inclusion. Employees are encouraged to participate in campus events, training programs, and community engagement initiatives. Additionally,
Skills
AdministrativeNewspaper Publishing