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Senior Administrative Assistant & Travel Specialist
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Position Number: 5331234
Location: Atlanta, GA
Position Type: Presidents and Chancellors

Senior Administrative Assistant & Travel Specialist

Spelman College

Position Information

Position Summary

This position is designed to oversee the president's travel logistics, special events, social functions, special assignments and other administrative responsibilities in the Office of the President.

Essential Duties and Responsibilities

Arrange all logistics for the president's travel (including air/ground transportation, hotel accommodations, etc.).
Provide recommendations for travel options and schedule pro-actively with other departments/divisions, as directed by the President or Chief of Staff.
Ensure that all materials related to the president's travel (including detailed itineraries, travel confirmations, agenda scope, and briefing materials) are accurate, timely and are incorporated in the travel folder.
Prepare and complete expense reports for the president.
Maintain the president's electronic travel log.
Provide support for special functions at Reynolds Cottage as well as for events originating out of the Office of the President (private events, committee luncheons/dinners, etc.), coordinating catering arrangements, invitations, event function locations, guest accommodations, and travel arrangements as required.
Prepare invitation for event functions hosted by the President follow up to confirm guest participation on campus.
Arrange travel and lodging arrangements for all guests of the president and ground transportation during their stay.
Maintain and coordinate the itinerary for all guests of the president; confirm participants and assure that guest is appropriately escorted during his/her time on campus. Provide or schedule campus tour, as required.
Provide administrative support for the Office of the President, including backup coverage for the front office and direct support to the President in the absence of the Executive Assistant.
Maintain a record of all internal and external speaking engagements and prepare agenda for weekly invitation review meeting with the President.
Assist with preparing communication materials for meetings, College events and various speaking engagements for multiple audiences.
Process purchase orders for events related to the President's office monthly or during special occasions (e.g. flowers and gifts for special occasions, birthdays, funerals, etc.)
Complete registrations for the president for various events and conferences.
Maintain requests from students to meet with the president.
Must be able to maintain strict confidentiality and handle sensitive personal documents with discretion.
Special assignments as requested by the Executive Assistant to the President

Required Qualifications

High school diploma or GED and a minimum of three years of experience assisting a high-level executive in a fast-paced environment or an equivalent combination of education and experience are required.
This position requires a person with a strong customer service focus, excellent written, verbal and time management skills. Accuracy and timeliness are critical for this position. A professional demeanor with the ability to interface with internal and external constituents with diplomacy and tact is essential. Very strong interpersonal skills and the ability to build and maintain professional relationships with stakeholders. Independent judgment is necessary to plan, prioritize and organize a diversified workload with attention to detail. Candidate must be flexible with the ability to adapt to last-minute changes. Candidate must demonstrate proactive approaches to problem-solving with strong decision-making capability.
The work requires fact-finding and compilation skills plus the ability to multi-task.
Excellent oral communication skills are required when presenting information and responding to questions from students, faculty, staff, and the general public in one-on-one or group situations. Incumbent must be able to write business correspondence and compose memos, letters, and e-mails.
To perform this job successfully, an individual must have advanced proficiency in using Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint). In addition to producing correspondence, memos, and e-mails, duties may involve assignments that require creating spreadsheets, PowerPoint presentations, use of Banner Financial Module, and Internet navigation.

Extended hours and availability by phone and email outside of typical business hours are occasionally required to cover presidential events.
Proficient in Microsoft Office (Word, Excel, PowerPoint). Must be internet savvy and have experience with /Microsoft Outlook and digital project management tools, such as Smartsheet.

Preferred Qualifications

Prior administrative work experience in a higher education setting is preferred.

Certifications, Licenses, Restrictions

None

Physical Demands

While performing the duties of this job, the employee is regularly required to: sit, use hands to handle office supplies, operate computer and other office equipment, talk, and hear. The employee is frequently required to: reach with hands and arms, walk, and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 25 pounds with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Shift: Days

% Travel Required: 1%-10%

Full Time/Part Time: Full-time

Work Location/Schedule: This position requires onsite work and is not eligible for remote work.

FLSA: Non-Exempt

Number of Vacancies: 1

Posting Detail Information

Posting Number: SC0685P

Posting Open Date: 06/04/2024

Posting Closing Date:

Open Until Filled: Yes

EEO Statement

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

COVID-19 Vaccination Protocol

Due to the heightened risk of contracting COVID-19 and the spread of variants, Spelman College requires up to date COVID-19 vaccination of all faculty, staff, and students (collectively "Campus Community") that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID-19 vaccination: full vaccination and a booster (when eligible) or a single dose of the bivalent vaccine) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown, PharmD Manager of COVID-19 Operations, at ibiyemibrown@spelman.edu. Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve.

To apply, visit https://spelman.peopleadmin.com/postings/7472