Executive Assistant for Offices of Engagement, Equity & Inclusion

Job Title: Executive Assistant for Offices of Engagement, Equity & Inclusion

Department: Finance and Administration 

Position Status: Full-time

Directly Reports To: Director of Employee Engagement, HR

Classification: Exempt

Job Summary

Thaddeus Stevens College of Technology is a residential, two year technical college that serves economically disadvantaged as well as tuition-paying students. The College prepares students for skilled employment in a diverse, ever-changing workforce and for full, effective participation as citizens of the community, the Commonwealth, and the nation. Committed for over a century to lifelong learning, inclusiveness, and community outreach, Thaddeus Stevens College of Technology dedicates itself to the development of Pennsylvania's technical workforce. 

Reporting directly to the Director of Employee Engagement, with responsibility to support the Chief Diversity, Equity and Inclusion Officer, the Executive Assistant provides executive support for the Offices of Human Resources & Engagement and Diversity, Equity and Inclusion.  This role organizes and coordinates overall office operations and engages in a variety of special projects. The Executive Assistant must be outgoing and personable, have a keen eye for details, and enjoy working within a mission and results-driven environment that is community and customer service oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, will possess strong written and verbal communication, administrative, and organizational skills, and also will have the ability to maintain a realistic balance among multiple priorities. The Executive Assistant must have the ability to work independently on projects, from conception to completion, and be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The Executive Assistant is the first point of contact for all visitors to the department including students, faculty and staff, vendors, and prospective employees. The executive assistant will be responsible for providing support to the TSCT Community by addressing all inquiries, policy related questions, and requests made to the central Human Resources email account, phone lines, and direct them accordingly. The Executive Assistant must provide exceptional customer service, maintain confidential and sensitive employee information, and adhere to all federal and state guidelines.

Roles and Responsibilities Executive Support:

  • Completes a broad variety of administrative tasks including: managing active calendars of appointments; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; screening incoming calls; and greeting and directing students, prospective employees, current employees, and other visitors.
  • Perform various clerical duties; review incoming mail; compose replies for signature as appropriate; assure timely preparation and maintenance of appropriate reports, statistics, and documentation; compose a variety of correspondence, memoranda, reports, and other materials; prepare and edit documents and forms; review and proof documents for accuracy, completeness, and conformance to applicable rules, regulations, and styles.
  • Arrange schedules, prepare agendas, and assemble agenda materials for a variety of meetings; record and transcribe minutes and notes as needed.
  • Prepare purchasing and receiving forms for and maintain a data base to track status.
  • Promote and maintain positive staff relations; communicate information in person or by telephone where sound judgment and interpretation of policies and regulations are necessary; maintain good public relations with the community.
  • Serve as a liaison between the assigned offices and all levels of academic and classified staff; direct inquiries to the proper person or department for resolution.
  • Support coordination of communications, events, and activities as needed.
  • Collect, compile, assemble, and prepare information, data, and reports for special projects; coordinate and assist in follow through on assignments as necessary.
  • Communicate directly, and on behalf of the Offices of Human Resources & Engagement and Diversity, Equity and Inclusion, with Board members, faculty, staff, students, and others as directed.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures and frequent interruptions.
  • Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, trainings, and celebrations.
  • Performs other related duties as required.

Qualifications:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including faculty, staff, board members, students, alumni, external partners, donors, and visitors to the College.
  • Excellent written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements:

  • Bachelor's degree preferred
  • Strong work tenure: five to 10 years of experience supporting Executives, preferably in a non-profit organization
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat and related software.

Skills and Abilities:

  • Encourage and contribute to a positive and engaging work environment
  • Analyze situations accurately and adopt an effective course of action.
  • Assemble diverse data and prepare reports.
  • Communicate effectively both orally and in writing.
  • Compose difficult correspondence and reports independently. Coordinate special events.
  • Handle constant interruptions.
  • Effectively relieve the managers of routine administrative details.
  • Establish and maintain effective working relationships with others.
  • Independently make decisions and solve problems.
  • Interpersonal skills using tact, diplomacy, and courtesy.
  • Interpret and apply campus rules and policies. Interpret local, state, and federal regulations.
  • Maintain composure during stressful and urgent situations.
  • Meet schedules and timelines.
  • Operate business-related equipment and software.
  • Plan and organize work.
  • Understand and follow oral and written directions.
  • Work independently, confidentially, and with discretion.

Working Conditions

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is largely a sedentary role; however, some filing and movement is required. This would require the ability to lift files and file boxes, open filing cabinets, walking, and bending or standing as necessary.

Environment:

This job operates in a professional office environment and consistently uses standard office equipment such as a computer, phone, and copier. It usually involves an office with many interruptions; often stressful.

Application Requirements: Application materials must include a cover letter, a current resume, and academic transcripts. Send applications to Heather Burky, Attention: Executive Assistant – Offices of Engagement, Equity & Inclusion, Thaddeus Stevens College of Technology, 750 East King Street, Lancaster, PA 17602 or Applications will be reviewed upon submission and the posting will remain open until the position is filled. For information about the College, visit www.stevenscollege.edu.

Thaddeus Stevens College of Technology does not discriminate in its educational programs or employment practices based on race, color, national origin, sex, sexual orientation, gender identity, disability, age (as applicable), religion, ancestry, veteran status, or any other legally protected classification. For information about the college, visit our web site at www.stevenscollege.edu. 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.