Posting Details
Position Number003102Position TitleExecutive Assistant I - 003102DivisionMarketing and CommunicationsDepartment100200 - Marketing and CommunicationsMinimum Qualifications
High school diploma or equivalent and six years of progressively responsible administrative and secretarial experience. An equivalent combination of education and experience may be considered.
Preferred QualificationsJob Description Summary
The University of South Alabama’s Marketing and Communications department is seeking to hire an Executive Assistant. Interested candidates should apply to be considered.
Essential Functions
These are the job duties required of the position.
Essential Functions
- Works directly for and serves as Executive Assistant to the Vice President of Marketing and Communications, including communicating with staff and other, maintaining calendar appointments and events, arranging departmental meetings, and providing additional support to other senior leaders in the department.
- Exercises discretion concerning highly sensitive and confidential information.
- Proactively manages scheduling appointments and managing conflicts as they arise.
- Schedules and plans complex and large meetings to include time, space, and location.
- Schedules and plans conferences and events, including making facilities reservations, preparing and distributing invitations, ordering food, etc.
- Serves as liaison between the Vice President and all other University offices and entities.
- Compiles information, drafts original documents and reviews forms requiring the VP’s signature.
- Prepares travel requests and travel and other expense reimbursements, personnel action forms, requisitions, purchase orders, direct pays/invoices, contractual agreements, journal vouchers, purchasing card and other University forms.
- Submits time off requests for the Vice President and manages time of requests from direct reports.
- Reviews, updates, and approves all messages sent for publication in the Daily Digest, according to University policy.
- Orders and maintains office supplies and equipment, special orders, and furniture, proactively anticipating needs.
- Schedules maintenance and service and ensures all work and/or orders are completed.
- receives, reviews, and directs incoming mail and phone requests.
- Manages departmental email accounts and requests.
- Maintains an account and assists with posting Board of Trustee agenda to the Secretary of State website.
- Welcomes visitors and procures and issues visitor parking passes within the rules and guidelines of Parking Services.
- Composes and responds to inquiries not requiring the personal attention of the Vice President.
- Prepares various letters, documents, and forms as directed.
- Reviews and edits documents for accuracy and completeness.
- Maintains confidential files.
- In conjunction with others in the departments, hires, and helps supervise student assistants to include scheduling, training, and approving timesheets.
- Assists with projects as needed.
- Regular and prompt attendance.
- Ability to work schedule as defined and additional hours as required.
- Related duties as required.
Number of Vacancies1Position End Date (if temporary)Job Open Date12/20/2024Job Close DateOpen Until FilledYesSpecial Instructions to ApplicantsWorking DaysMonday - FridayWorking Hours8:00 a.m. - 5:00 p.m.Job LocationMain CampusFull-time or Part-TimeFull TimeRegular or TemporaryRegular
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Are you at least 18 years of age?
- * Do you have a legal right to work in the United States?
- * The University of South Alabama typically does not sponsor individuals for staff positions. Will you now or in the future require sponsorship for employment visa status?
- * What is the highest level of education you have completed?
- Less than High School
- High School Diploma or equivalent
- Associates Degree
- Bachelors Degree (or will obtain within 6 months)
- Masters Degree (or will obtain within 6 months)
- Terminal Degree (or will obtain within 6 months)
- * How many years of related experience do you have?
- Less than 1 year
- Between 1 - 3 years
- Between 3 - 5 years
- Between 5 - 7 years
- More than 7 years
- * How did you hear about this position?
- USA website
- LinkedIn
- Zip Recruiter
- Indeed
- HigherEd Jobs
- Alabama Career Center / Alabama Works
- Facebook
- Word of mouth
- Other
Applicant Documents
Required Documents
Optional Documents- Resume
- Cover Letter
The University of South Alabama is an EO/AA employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. If you feel you have been discriminated against, please notify the Equal Employment Opportunity Investigator or the Associate Vice President, Finance and Administration/CHRO.
EO/AA Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.
Annual Security and Fire Safety ReportThe University of South Alabama publishes certain crime statistics for the most recent three-year period as required by the Jeanne Clery Act. The Annual Security and Fire Safety Report is required by federal law and contains policy statements and crime statistics for the school. The report, along with additional information, is available online at:
http://www.southalabama.edu/departments/police/resources/fireandsafetyreport.pdf. You may also request a paper copy from the University Police office located at 290 Stadium Blvd, Beta Gamma Commons Building, Mobile, AL 36688.
PI258304257
