Executive Assistant Job at Howard University in Washington

Executive Assistant

Under general supervision, the executive assistant provides comprehensive and high-level administrative support to the institutional director. Performs varied and complex office management tasks requiring independent judgment, initiative, and discretion. Ensures efficient workflow, manages office procedures, and supports the director in carrying out institutional priorities and departmental operations.

May provide direction to clerical and technical staff and may oversee student workers as assigned.

Internal contacts: Senior administrators, faculty, staff, students, and other departments across the university. External contacts: Vendors, consultants, visitors, representatives from universities, government agencies, private corporations, and the general public.

Principal accountabilities:

• Serves as primary administrative support to the institutional director, ensuring efficient daily operations of the office.
• Manages the director's calendar, schedules meetings, coordinates travel arrangements, and prepares meeting materials.
• Develops, implements, and maintains office procedures and systems to support departmental operations.
• Directs workflow and provides guidance to clerical staff; assigns and monitors work of student employees as directed.
• Maintains financial records for departmental revenues and expenditures; assigns proper budget codes and reconciles accounts.
• Prepares and processes financial and administrative documents including purchase requests, service requests, and travel authorizations.
• Engages with university administration on invoices, contracts, payments.
• Reviews and verifies timecard data, resolves discrepancies, and ensures accuracy of leave and payroll submissions.
• Prepares correspondence, reports, and presentations, ensuring accuracy, confidentiality, and professionalism.
• Conducts research and compiles data for reports, presentations, and institutional initiatives.
• Monitors and maintains office supply inventory, obtains vendor bids/quotes, and oversees procurement processes.
• Designs and maintains office filing systems, ensuring efficient record-keeping and retrieval of information.
• Assists in organizing materials for seminar students; serves as a liaison between the director and internal/external stakeholders, addressing inquiries and providing timely communication.
• Performs other related duties as assigned in support of the institutional director and department.

Core competencies:

• Advanced knowledge of office management practices and administrative procedures.
• Proficiency in Microsoft Office Suite, database management, and other relevant software applications.
• Strong written and verbal communication skills are essential, with the ability to interact effectively with diverse constituencies.
• High level of organization, attention to detail, and ability to manage multiple priorities under deadlines.
• Strong analytical and problem-solving skills.
• Ability to exercise discretion, maintain confidentiality, and demonstrate sound judgment.
• Ability to foster and maintain positive working relationships with faculty, staff, students, and external stakeholders.

Minimum requirements: Bachelor's degree in business administration, office management, humanities (english, history, political science), or a related field. At least two years of responsible administrative experience; or an equivalent combination of education and experience totaling six years.

Compliance salary range disclosure: Compensation range: $75,000 - $85,000