Executive Assistant, Operations

Employer

Asheville-Buncombe Technical Community College

Job Location

Asheville, North Carolina

Salary Grade

$50,328 - $51,336 (non-negotiable)

Benefits

Yes

Job Reports To

Vice President, Operations / CIO

Job Category

Clerical

Application Period

Opens: 02/03/2025
Closes: 02/18/2025

Target Start Date

Expected Work Hours

40; up to 20% teleworking subject to supervisor approval and department needs

Employment Type

Full-time Regular

Minimum Qualifications

(Applicant must meet all of the minimum requirements)

 1. Must have at least an Associate Degree;

 2. Must have a minimum of one year of full-time or equivalent work experience in an executive support position.

Preferred Qualifications

 1. Bachelor’s Degree;
 2. Three years of full-time or equivalent experience in executive support.
 3. Degree in Office Administration, or related business field.
 4. Experience with office productivity software (e.g., Microsoft Office) and a willingness to learn enterprise systems.
 5. Experience managing sensitive and privileged information and communications responsibly, consistently exercising sound judgment and maintaining strict confidentiality.
 6. Proficiency in a foreign language such as Spanish, an East Slavic language, and/or American Sign Language.

Position Description

Job Description Summary
Provides administrative support for the Operations division.

 

Duties
  1. Serves as the primary administrative partner to the Vice President of Operations / CIO, managing high-level tasks such as calendar coordination, scheduling meetings, preparing reports, travel arrangements, correspondence, and executive communications.
  2. Acts as a liaison between the VP and senior leaders across the college, responding courteously and efficiently to inquiries, providing guidance or referrals, and fostering a service-oriented environment, and ensuring smooth communication and alignment with institutional goals.
  3. Provides administrative assistance to department heads across all operational areas, including managing shared documentation, ensuring efficient coordination and communication, and supporting cross-functional initiatives.
  4. Assists with the preparation of reports, financial documentation, and compliance tracking specific to each department’s operational needs.
  5. Coordinates interdepartmental workflows, ensuring efficiency in information-sharing, task management, and procedural consistency.
  6. Supports timekeeping and payroll-related administrative tasks by collecting and verifying timesheets, ensuring timely approvals, and acting as a liaison with HR or payroll for corrections or adjustments.
  7. Assists in tracking division budgets, processing invoices, handling purchase orders, and supporting financial reporting for multiple areas.
  8. Serves as a backup to the primary Executive Assistant handling Board of Trustees matters, including preparing board packets, scheduling meetings, and recording official minutes.
  9. Coordinates logistics for division-wide and campus-wide events, including facilities set up, catering, technology needs, and guest accommodations.
  10. Maintains current knowledge of relevant federal, state, and institutional laws, policies, and procedures that apply throughout the College, proactively recommending adjustments and actions.
  11. Handles sensitive information and confidential records with discretion and ensures compliance with institutional security policies and data privacy.
  12. Organize meetings, prepare agendas, take minutes, and follow up on action items for internal and external stakeholders.
  13. Contributes to the College Vision, Mission, Values, and RISE statement.
  14. Supports workforce diversity in all its aspects.
  15. Performs other duties as assigned.

Contact Info

200 West Jones Street Raleigh, North Carolina 27603

(919) 807-7100