Executive Assistant to the President
Santa Clara University
Part Year: No
FLSA Status: Non-Exempt
Standard Hours (hours per week): 40
In alignment with the University's mission and vision, the Executive Assistant to the President is responsible for a wide variety of administrative functions, including providing calendar management, mail processing, file management, word processing, and general administrative support and special project work for the President of the University. The incumbent serves as a liaison between the President and other constituencies both internal and external and is responsible for the full range of executive support to the President. The incumbent must be able to work independently with little supervision.
Essential Duties and Responsibilities:
1. Essential Responsibilities
Manage and coordinate calendar, travel, events, and related arrangements for the President.
Process Mail and Manage Hard Copy Files of the Office of the President.
Word Processing/Other Computer Applications.
State of the University and University Convocation.
Provide general administrative support for the President.
Manage special projects as assigned.2. Specific ResponsibilitiesA. Manage and coordinate calendars and related arrangements for the President; coordination of meetings and events sponsored by the Office of the President.
Assist with managing the time of the President through effective management and coordination of Presidents calendar, screening appointments, meetings, and events as necessary.
Schedule appointments and meetings for the President.
Maintain daily appointment, trip, and tickler files for the President.
Keep the President on schedule and informed of meetings, appointments, deadlines, and other matters.
Prepare and/or maintain background information for the President for both internal and external appointments and meetings, including boards on which he serves and trips the President takes.
Make travel and accommodation arrangements as needed; confirm transportation, lodging, car rental, etc.
Manage materials and information related to the Presidents schedule, to include gathering and providing relevant and updated information and materials in advance of meetings.
Monitor, respond to, and distribute incoming communication as appropriate.
Schedule rooms and related services for President-sponsored meetings and events.
Make arrangements for hospitality, including food and beverage service for President-sponsored meetings.B. Process mail and manage hard copy files proper to the Office of the President.
Open and date stamp all incoming mail; provide initial sorting of mail and other office correspondence for Chief of Staff to the President to review with the President. Distribute mail to other University departments as appropriate.
Manage confidential records and establish general filing and retrieval systems for hard copy files in the Office of the President, including Board of Trustee files.
Maintain a systematized filing system, and file documents in timely manner following established systems.
Conduct annual file review and clean up, identifying materials to be discarded or sent to Archives; prepare inventory list of files to be sent to Archives.
Review the SCU President email account twice a day. Manage and prepare responses for review by the President and/or Chief of Staff to emails received in SCU President email account.C. Word Processing/Other Computer Applications
Perform word processing, photocopying, faxing, and related services for the President, including proof reading and preparing for signature correspondence from the President.
Produce special reports using complex formats, spreadsheet and database software.
Research topics and extract information from the Internet and Benefactor system as required.
Prepare as requested presentation materials (e.g. overheads, charts, Power Point slides, etc.)
Update and maintain the Presidents personal Christmas card mailing list.D. State of the University and University Convocation
Arrange for date and venue.
In conjunction with Events Planning Office, arrange for venue set up, including podium, flowers, etc.
Arrange for media and IT support.
Coordinate invitations to other speakers and entertainment.
Coordinate and ensure script is finalized.E. Provide general administrative support for the President.
Manage the Presidents correspondence, whether by letter, email or other means.
Proofread letters, e-mail messages, reports, and materials needing Presidents signature prior to placing them before the President.
Receive and interact with incoming visitors as well as respond to inquiries and make referrals as appropriate.
Provide back-up for incoming telephone calls to the Presidents Office.
Perform faxing, photocopying, and related services as needed.
Provide back up support for processing facilities and information systems work requests associated with the office.
Process invoices and reimbursements on behalf of the President.
Update and manage the on-line President request form. This includes updating the form, coordinating with the President, calendaring and communicating with individuals making requests.
Coordinate the use of the Presidents Conference Room, the Presidents Dining Room and the Executive Conference Room in St. Josephs Hall.F. Special Projects
Provide support for Commencement ceremonies as assigned.
Provide support for Board of Trustees meetings as requested.
Other projects as assigned.
Provides Work Direction:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May be required to occasionally travel to outside customers, vendors or suppliers.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment.
Mostly indoor office environment with windows.
Offices with equipment noise.
Offices with frequent interruptions.
Strong understanding of Santa Clara Universitys Catholic identity and Jesuit educational mission and a commitment to further its vision, mission, and values.
Experience in developing communications and handling sensitive correspondence.
Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.
Excellent writing, editing, and communication skills.
Excellent interpersonal skills.
Diplomacy and tact.
Team oriented and willingness to take initiative and be flexible.
A thoughtful listener, strategic thinker, and strong communicator.
Attention to detail.
Ability to prioritize, meet deadlines, and maintain a high level of performance.
Ability to maintain a high degree of confidentiality and use discretion
Demonstrated ability to work as part of an office team
Demonstrated high degree of proficiency with word processing, administrative system and electronic mail software.
Demonstrated high degree of proficiency with Microsoft Office.
Ability to comfortably interface with on Jesuit Community, campus departments, faculty, non profit community, industry executives/CEOs.
Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, a customer service orientation and excellent interpersonal skills.
Possess the acumen to handle complex situations and multiple responsibilities simultaneously mixing long term projects with the urgency of immediate demands on the operations; possess the agility and inclination to advance complex projects and solve problems collaboratively, coupled with the willingness to act resourcefully, authoritatively and resolutely.
Education and/or Experience:
Bachelors Degree required or equivalent related experience
Minimum of 5 years of directly related experience at the Executive Administrative Assistant level
Salary Information: commensurate with experience
Open Until Filled: Yes
Special Instructions to Applicants:
To view the full job posting and apply for this position, go to https://jobs.scu.edu
About Santa Clara University
Santa Clara University is a comprehensive Jesuit, Catholic university located in Californias Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus masters, Ph.D., and law degrees.
Distinguished by the highest retention rate and ranked second among all masters universities in the West by U.S. News and World Report, Santa Clara University is Californias oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.
Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at http://www.scu.edu/cs/. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
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