Executive Secretary

At Amarillo College, our mission is: ​Transforming our community and economy through learning, innovation, and achievement. ​Every team member, regardless of job title or duties, is responsible first and foremost, for assisting students in every way.
This is an exciting time to work for Amarillo College! We are seeking our next Executive Secretary who will be all-in on our mission and who will provide high-level administrative support to company executives/management by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives.
Requirements
EDUCATION
Required: High School Diploma or GED.
Preferred: Associate’s degree or higher
EXPERIENCE
Required: Four (4) years of experience in an Executive Assistant, Administrative Assistant or similar role.
Preferred: Five (5) years of experience in an Executive Assistant, Administrative Assistant or similar role, providing support at a high level.
CERTIFICATIONS/ LICENSES:
Preferred: Texas notary.
JOB DUTIES & RESPONSIBILITIES
Greet visitors and help manage office traffic flow.
Assist students, faculty, and staff who come into the office for help with schedules, wayfinding, contacting their professors, and so forth.
Answer phone calls and direct calls to appropriate parties or take messages.
Coordinate and direct office services, such as records, departmental finances, and budget preparation to assist supervisor.
Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. File and retrieve documents, records, and reports.
Analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Open, sort, and distribute incoming correspondence, including postal mail and email. Prepare responses to correspondence containing routine inquiries.
Prepare invoices, reports, memos, letters, financial statements, and other documents, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.
Attend meetings to record minutes. Compile, transcribe, and distribute minutes of meetings.
Prepare agendas and make necessary arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings. Make travel arrangements for executives.
In collaboration with the Dean, plan, purchase, and deliver Teacher Appreciation meals and/or gifts.
Coordinate, compile and maintain travel arrangements, itineraries, travel expense reports and other relevant travel records for supervisor and/or others.
Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
Manage and maintain executives' schedules and calendars, as assigned.
Train other clerical staff, as assigned.
Provide clerical support to other departments, including handling the work of their administrative clerks when they are absent, as necessary.
Complete performance assessments/evaluations as assigned.
As an Amarillo College employee, seek knowledge of and pledge to actively engage in a culture of caring striving to serve students, peers and the community by embracing the AC Core Values: Wow, Family, Fun, Innovation, and Yes!
KNOWLEDGE, SKILLS & ABILITIES
Ability to work with continual interruptions which necessitates being flexible in adapting to changes in priorities, assignments, and other interruptions which may impact pre-established timelines for completing assignments.
Ability to work in and adapt to change and balance team and individual responsibilities.
Maintain a commitment to discretion and confidentiality concerning sensitive information.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Knowledge of principles and processes for providing excellent customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of basic computer use, Internet software, Microsoft Office products (Word, Access, Outlook, Excel and PowerPoint,) and Colleague.
Strong verbal and written communication skills.
Knowledge of budget management.
Notice: Applicants selected for employment will be required to undergo a pre-employment criminal history background check and possibly a pre-employment drug test.
Salary: , Pay grade 9 (salary is determined by Human Resources based on education, work experience and internal comparisons).
Physical Demands: While performing the duties of this job, the employee is frequently required to travel between offices and buildings, and requires the ability to lift, carry, push, pull and/or maneuver office supplies as needed.
Work Conditions: Occasional overtime may be required. Overtime hours must be approved by supervisor and/or cabinet member prior to work. Must maintain the ability to work well with a team or independently.
Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copy machines, and filing cabinets.
Travel Expectations: Any travel essential for this position requires the employee to adhere to the Amarillo College Travel College Policy as written.
Commitment Statement: Amarillo College is dedicated to building a workforce that embraces a wide range of backgrounds and experiences, fostering a culturally aware team at every organizational level. Our goal is a faculty and staff that mirrors the distinctiveness of our community and is continually enhancing their skills and knowledge to better serve our entire student population.
Promotional Opportunity Policy: Under the Amarillo College Promotional Opportunity Policy, only current appointed or part-time non-appointed employees will be considered for a position during the first five (5) days working from notice or posting.
Benefits
Amarillo College offers benefit packages, including medical, dental, vision, life, and disability coverages available through ERS. Amarillo College provides (at no cost to the employee) a long-term disability policy. In addition to retirement savings through Teachers Retirement System - TRS (pension plan) or Optional Retirement Plan -ORP (403b), the college offers the AC Benefit Plan - additional 403(b) with a generous matching contribution. Amarillo College Employees and their dependents are eligible for reduced or free tuition for Amarillo College courses. Employees have free access to the fitness center located on the Washington Street Campus. We also offer a generous vacation schedule,