Executive Assistant

Position Information

Posting Number 00692
Title Executive Assistant
Position Number 3024
Job Summary The Executive Assistant provides specialized, confidential administrative and project management support to the Senior Vice President of Advancement, Strategic Development, and External Affairs (SVP). Manages and coordinates day-to-day administration and operational affairs for the SVP and the Office of Strategic Advancement. The Executive Assistant represents the University and communicates the commitments of the SVP to internal and external audiences.

Essential Duties

• Prepare reports and presentations for the University, as well as the CDU Board of Trustees and the Development Committee.
• Coordinate the preparation, development, and production of major documents and other materials for meetings with major gift prospects and donors.
• Collect and organize data and determine appropriate formats for displaying results.
• Provide confidential, administrative support to the SVP. Maintain calendar; make the conference, travel, and lodging arrangements. Schedule meetings, arrange logistics and prepare materials. Attend meetings and take minutes.
• Develops, maintains and reinforces alliances internally and externally to create a mutual benefit.
• Develops or uses systems to organize and keep track of the SVP’s schedule.
• Adjust and organizes schedule and follow up accordingly.
• Serve as an internal resource to faculty, administrators, and others. Respond to inquiries and requests for information requiring knowledge of divisional, departmental, and University policies and procedures.
• Coordinate efforts or contributions of numerous persons in the Office of Strategic Advancement.
• Coordinates collection and preparation of operating reports, such as time and attendance records, terminations, new hires, and transfers.
• Researches, write, and edit communications and reports for review and approval of the SVP.
• Ensure confidentiality and control access to sensitive information. Maintain confidential files ensuring quick retrieval.
• Oversee all clerical and administrative support functions.
• Oversee and facilitate human resources administration procedures and documentation for the Office of Strategic Advancement. Coordinate recruitment planning and searches.
• Act as primary contact with telecommunications, information systems, vendors, travel services, and facilities as needed.
• In the SVP’s absence, ensure that requests for action or information are relayed to the appropriate staff member. As needed, interprets requests, helps implement action, and decides whether the SVP should be notified of important or emergency matters.
• Initiate appropriate action to resolve routine to moderately complex problems.
• Build effective and inclusive relationships with personnel at a variety of levels.
• Guide other employees regarding new methods, assignments, or procedures and provides an orientation to new OSA team members.
• Mentor and develop work-study students and other support staff. Provide training to students on the use of instructional equipment.
• Work under limited supervision and execute independent work planning.
• Monitors the budget and expenses for Advancement team supplies, equipment, training, and travel.
• Welcomes visitors, guests, students, faculty, and staff.
• Driving may be required; some weekends may be required.

Other Duties and Responsibilities:

• Perform other duties as assigned.

Required Qualifications

• Regionally accredited Bachelor’s Degree or the equivalent of combined education.

· Valid California driver’s license and proof of insurance.

• Ten (10) or more years of experience as an executive assistant or office manager.

• Understands the overall strategic goals of the University and has a vast knowledge of higher education.
• Prior experience providing confidential, administrative support to a senior executive
• Successful experience managing complex projects
• Able to mentor and develop others.
• Advanced communication skills used to lead a team or project.

Minimum Requirements

• Apply skills and analytical knowledge acquired through experience to perform the more complex duties of the position.
• Arrives at decisions using analytical thought.
• Understands the confidential nature of the position.
• Strong administrative skills including gathering data, compiling information, creating professional business reports, and correspondence.
• Advanced proficiency with Microsoft Office Suite. Familiar with presentation and job-specific software programs such as scheduling software.
• Skill in critical thinking, analyzing, and problem-solving.
• Ability to make administrative/procedural decisions and judgments.
• Excellent oral and written communication skills.
• Strong interpersonal skills and ability to use tact and diplomacy when interacting with others.
• Skill in organizing resources and establishing priorities.
• Database management skills.
• Records maintenance and retention knowledge.

Preferred Qualifications
Special Requirements COVID -19 Vaccination: As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community. Accordingly, CDU will require COVID -19 vaccinations for all University students, faculty, and staff subject to limited exceptions and exemptions. The University vaccine requirement has been implemented consistent with federal and state law related to medical exemptions for students, faculty, and staff. Requests for disability and religious accommodations from faculty and staff will be evaluated consistent with the law and University policies and procedures.
FLSA Exempt
Category Full Time
Grade