Administrative Assistant

Pepperdine University; Malibu (CA); On-site; USD 68,855,000 - 74,385,000; Full time

Job summary

Pepperdine University in Malibu, CA seeks an Administrative Assistant to support the General Counsel Area with day-to-day administrative and clerical tasks, managing complex schedules and confidential information.

The role requires excellent organization, communication, and the ability to work independently and with diverse university stakeholders in a fast-paced environment.

Qualifications

• Bachelor's Degree.
• Strong interpersonal communication skills.
• Strong administrative support skills including proficiency with both Mac and PC.
• Ability to organize, prioritize, and perform work while under pressure.
• Ability to proactively address issues.
• Ability to maintain confidentiality in highly sensitive matters.
• Ability to work effectively with University administrators, regents, faculty, staff, students, vendors, attorneys, and government officials.
• Strong written and verbal communication skills.
• Knowledge of Microsoft Office applications, proficient in Excel, Word, and Adobe Acrobat.
• Have a sense of urgency and responsiveness when handling projects, with an ability to handle multiple tasks focused on University objectives in a timely manner.

Responsibilities

• Calendar management involving internal and external executives, assistants, and consultants for complex meetings and events.
• Greet visitors, review calls, receive subpoenas and records requests for the OGC.
• Handle high-level phone inquiries and direct calls promptly.
• Prepare, format, and distribute reports and correspondence.
• Intensive file management (electronic and hard copy).
• Process credit card billing and reconciliations and order office supplies.
• Maintain departmental databases and websites.
• Assist with special projects for the General Counsel Area.
• Coordinate and prepare presentations as needed.
• Uphold the University mission.

Skills

Interpersonal communication

Administrative support

Mac and PC proficiency

Organization

Prioritization under pressure

Confidentiality

Verbal communication

Written communication

Microsoft Office

Urgency and responsiveness

Education

Bachelor's Degree

Tools

Microsoft Office

Excel

Word

Adobe Acrobat

Job description

The Administrative Assistant will perform day-to-day administrative, special project, and clerical work essential for the operation of the General Counsel Area (includes the Office of the General Counsel and Assurance and Advisory Services).

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and be able to work both independently and in collaboration with other areas of administration. This person must be exceedingly well-organized and enjoy the administrative challenges inherent in supporting an office with diverse projects and rapidly-changing priorities. The ability to interact with staff (at all levels) in a fast-paced environment, under pressure, while remaining positive, flexible, proactive, resourceful, and efficient is essential. High levels of professionalism and confidentiality are crucial to this role. The person in this position must utilize problem solving skills on a myriad of levels, using discernment to efficiently and effectively rearrange complex schedules. It is vital for this person to be able to assess the status quo and the desired final product, and then create an appropriate action plan. Advanced written and verbal communication skills, strong decision-making ability, and attention to details are equally important.

Duties

• Be responsible for calendar management, requiring interactions with both internal and external executives, assistants, and consultants to coordinate a variety of complex meetings, luncheons, and events.
• Provide general office support for the General Counsel Area (Office of the General Counsel and Assurance and Advisory Services), greet visitors, review incoming calls, and receive service of subpoenas and records requests for the OGC.
• Provide the highest level of service on the phone, handling inquiries and directing all incoming calls to the appropriate party promptly and efficiently.
• Prepare, format, and distribute reports and correspondence.
• Be responsible for intensive file management (including both electronic and hard copy).
• Process credit card billing and reconciliations and order office supplies.
• Maintain departmental databases and websites.
• Assist with special projects as needed for the General Counsel Area.
• Coordinate and prepare presentations as needed.
• Perform other duties as assigned.
• Uphold the University mission.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required

• Bachelor's Degree.
• Strong interpersonal communication skills.
• Strong administrative support skills including proficiency with both Mac and PC.
• Ability to organize, prioritize, and perform work while under pressure.
• Ability to proactively address issues.
• Ability to maintain confidentiality in highly sensitive matters.
• Ability to work effectively with University administrators, regents, faculty, staff, students, vendors, attorneys, and government officials.
• Strong written and verbal communication skills.
• Knowledge of Microsoft Office applications, proficient in Excel, Word, and Adobe Acrobat.
• Have a sense of urgency and responsiveness when handling projects, with an ability to handle multiple tasks focused on University objectives in a timely manner.
• Computer, fax, scanner, printer, phone, copier.

Preferred

• Two years of experience as an office manager, executive assistant, or administrative assistant.
• Knowledge of basic website updating/maintenance.

This is a Regular, Nonexempt, 40 hour per week position.

Expected Pay Range: $24.03 - $25.96 per hour

In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.