Job Information
Grand Rapids Community College Executive Assistant to the Vice President for People, Culture & Equity in Grand Rapids, Michigan
Executive Assistant to the Vice President for People, Culture & Equity
Job ID 1697
June 28, 2024
Department: People, Culture and Equity
Employee Group: Meet & Confer
Schedule: 40 Hours/52 Weeks
Compensation: OP4, $55,561
Benefits: https://www.grcc.edu/faculty-staff/human-resources/benefits-insurance/medical-plans/new-hire-benefit-enrollment
Reports to: Vice President for People, Culture and Equity
Posting Closes: July 16, 2024
SUMMARY
The Executive Assistant to the Vice President for People, Culture and Equity provides high-level administrative support, ensuring the efficient operation of the office. This role involves handling confidential information, managing schedules, coordinating meetings and assisting with special projects and events. The ideal candidate will possess excellent organizational skills, a strong attention to detail, and the ability to work independently.
ESSENTIAL FUNCTIONS
Administrative Support
• Manage and maintain the Vice President's calendar, scheduling appointments, meetings and travel arrangements. • Screen and prioritize incoming communications (emails, calls and mail). • Prepare and edit correspondence, reports, presentations, and other documents. • Handle confidential information with discretion and professionalism. • Respond to concerns and questions from internal and external customers • Respond to concerns and questions from internal and external customers. • Represents the Vice President for People, Culture and Equity as needed in meetings and other events internally and externally. • Manage department budget and perform general monitoring of budgets within the People, Culture and Equity division. • Maintain records of negotiation processes and bargaining sessions • Prepare and maintain confidential material for collective bargaining.
Meeting Coordination
• Organize and coordinate internal and external meetings, including preparing agendas, materials, and minutes. • Arrange logistics for meetings, such as booking conference rooms, setting up audio-visual equipment, and providing refreshments. • Ensure follow up actions from meetings are tracked and completed.
Event Coordination
• Support the organization and execution of company events, workshops, and training sessions. • Coordinate logistics, including venue selection, catering, and transportation. • Coordinate event budgets and provide post-event evaluations.
Communication
• Draft and distribute communications on behalf of the Vice President. • Act as a liaison between the Vice President and staff facilitating effective communication and collaboration. • Handle inquiries and requests, providing appropriate responses or redirecting as necessary. • Maintain the website for People, Culture and Equity.
Other Functions
• Complete purchase orders for the office as needed. • Order office supplies and materials as needed. • Organize and maintain various filing systems. • Other duties as assigned. • Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
JOB SPECIFICATIONS
Education Credentials
• Bachelor's Degree required.
NEXT STEPS / APPLICATION PROCESS
• Please fill out an application athttps://www.grcc.edu/jobs. Submit a cover letter and resume. The opportunity to apply for this position will close at the end of the day on the close date referenced at the top of this job posting. • Predictive Index Assessment (behavioral & cognitive) REQUIRED: In order to have your application considered, you must complete the assessments: https://assessment.predictiveindex.com/bo/8MMT/ExecuAssist
HIRING PROCESS
GRCC uses an Evidence Based Select