Note: The job is a remote job and is open to candidates in USA. Luna Community College is hiring an Administrative Assistant 2 to support the Office of the President and assist with daily office operations, Board of Trustees activities, and public records requests. The role handles scheduling, communications, document preparation, recordkeeping, and related administrative support.
Responsibilities
- Provides administrative and clerical support to the Office of the President, including assisting with scheduling and calendars, travel arrangements, correspondence, telephone calls, and other daily office activities
- Greets and assists visitors, responds to routine inquiries, and directs requests and communications to appropriate College personnel
- Prepares, formats, proofreads, and distributes correspondence, meeting materials, reports, presentations, and other documents as needed
- Assists the Executive Administrative Assistant with preparation and coordination of Board of Trustees meetings, including organizing meeting materials, preparing and distributing Board packets, and assisting with meeting notices, agendas, and related documentation
- Assists with maintaining and organizing Board of Trustees records, including meeting minutes, resolutions, official correspondence, and other records
- Provides administrative support for Inspection of Public Records Act (IPRA) requests, including tracking requests, assisting with gathering responsive documents, maintaining records, and coordinating with College departments under the direction of the designated records custodian
- Maintains organized electronic and hard-copy administrative and confidential files, including contracts, agreements, memoranda of understanding (MOUs), and other official documents
- Assists with travel arrangements and reimbursement documentation for the President and Board of Trustees
- Supports routine purchasing and financial processes for the President's Office, including preparing requisitions, processing invoices, maintaining office supplies, and tracking expenditures as assigned
- Assists in coordinating meetings, special events, and other activities involving the President's Office, College leadership, and community partners
- Maintains tracking systems, calendars, and administrative records to support timely completion of assignments, deadlines, and follow-up activities
- Provides administrative backup and support for the Executive Administrative Assistant during absences or periods of increased workload, as assigned
- Performs other related duties as assigned
Skills
- Knowledge of principles and practices of office administration
- Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, and ability to learn cloud-based systems such as Workday
- Strong oral and written communication skills
- Excellent customer service and interpersonal skills
- Ability to maintain confidentiality and exercise discretion when handling sensitive personnel, administrative, and institutional information
- Knowledge of records management practices and ability to maintain accurate, organized electronic and paper files
- Ability to prioritize competing assignments, meet deadlines, and work effectively with frequent interruptions
- Ability to work collaboratively with College leadership, employees, Board members, and members of the public
- Strong organizational skills and attention to detail
- Associate degree from an accredited institution or an equivalent combination of education and relevant work experience is required
- A minimum of one year of administrative or office experience is required
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