Executive Assistant

Weekly Work Hours

Compensation Range

Salary Minimum

FLSA

Position Type

Position Summary

Responsible for managing administrative staff in collaborative support teams, including schedule coordination, performance evaluation, and professional development plans, while also supporting assigned administrator(s).  Position requires a highly self-motivated, professional individual capable of supervising staff and prioritizing workloads in a fast-paced work environment with a focus on continuous improvement and customer service.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Ability to apply significant administrative knowledge to supervise staff thoroughly in the scope and complexity of all program and organizational operations. 

• Demonstrates significant knowledge of the strategic goals, priorities, practices, policies, laws, rules, and regulations that influence the mission of the organization. 

• Must have strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities. 

• Must be flexible to meet changing priorities and deadlines.

• Must be ethical and use integrity in decision-making process when gathering and analyzing information to make recommendations or facilitate a course of action. 

• Must be able to uphold a strict level of diplomacy and discretion/confidentiality when dealing with sensitive information and data.

• Must have strong interpersonal skills and the ability to build professional relationships with stakeholders and constituents, internal/external to the organization using high level of tact, discretion, and diplomacy. 

• Must be able to maintain professionalism and a positive service attitude in all situations.

• Must be able to provide support and assistance to administrative staff to ensure effective use of time and productivity.  

• Ability to generate reports, create presentations, access data, keep complex records, and reports using Microsoft Office Suite. 

• Must be proficient in writing and handling business correspondence, producing well thought-out professional presentations, free of grammatical and spelling errors. 

• Must have excellent customer service skills. 

KEY RESPONSIBILITIES

• Provides administrative and technical support to administrator(s) to optimize productivity. 

• Responsible for supervising assigned personnel, including performance evaluation and professional development plan.

• Full comprehension of organization’s operation and procedures. 

• Coordinate administrator’s communication, including calls, emails, and interfacing with constituents and stakeholders; calendar management and travel itineraries. 

• Serve as liaison of supervised personnel and manager. 

• Works independently and within a team on special projects. 

• Acts as project lead, which may include planning and coordinating presentations, disseminating information, coordinating timelines, etc.

• Establish and maintain an efficient records system for departmental and confidential materials.

• Represents organization at meetings and on councils, internal and external to the Dallas College community network, with poise and tact. 

• May monitor budget in collaboration with administrator.

• Collaborates with management team and other individuals within the district to ensure compliance with departmental processes/procedures within area of responsibility.

• Participates in professional development activities to stay current on trends and technology associated with job function.

• High level of reliability, diligence, professionalism, and discretion.

• Uses critical thinking and problem-solving skills to judge situations and take appropriate action. 

• Manages office supplies inventory.

• Communicates effectively, verbally and written, with all stakeholders and constituents within the Dallas College community network. 

• Completes required Dallas College Professional Development training hours per academic year.

• May support other members within the organization.

• Performs other duties as assigned.

PHYSICAL REQUIREMENTS

Normal physical job functions performed within a standard office environment.  Reasonable accommodation may be made for individuals with physical challenges to perform the essential duties and responsibilities.  Occasionally may be required to lift and carry materials weighing up to 30 pounds.

MINIMUM QUALIFICATIONS

• Bachelor’s degree or higher plus three (3) years of highly responsible administrative work-related experience, or

• Associate Degree plus five (5) years of highly responsible administrative work-related experience, or 

• High School Diploma plus twelve (12) years highly responsible administrative work-related experience

• Official transcripts are required. 

• Must have a current and valid Texas driver’s license if traveling to off-site locations. 

• Bilingual or multilingual preferred.

*** Will be subject to a criminal background check. Some positions may be subject to a fingerprint check. ***

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Incumbents may be directed to perform job-related tasks other than those specifically presented in this description. Position requires regular and predictable attendance.

Since 1965, Dallas College, formerly Dallas County Community College District, has served more than three (3) million students. Comprising seven campuses located around the Dallas/Fort Worth area, we are one of the largest community college systems in the state of Texas.  We strive to be a leader in the community college space, placing students at the center of everything we do.

Dallas College is committed to cultivating an environment of opportunity and belonging for all students and employees. We recognize that the Dallas College workforce, and the diverse talent that stems from it, is directly linked to our success. We are part of an equal opportunity system that provides education and employment opportunities without discrimination on the basis of any protected attribute, including race, color, religion, national origin, sex, disability, age, sexual orientation, gender identity or gender expression, veteran status, pregnancy or any other basis protected under applicable law.  In accordance with applicable law, Dallas College will make reasonable accommodations for applicants and employees’ religious practices and beliefs, as well as any mental health or physical disability needs.