Executive Assistant/Administrative Assistant-Temporary Pooled Position

California Lutheran University; Thousand Oaks (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading educational institution in Thousand Oaks is seeking an Executive Assistant. You will be responsible for maintaining sensitive information, coordinating communications, and providing clerical support to executives. The ideal candidate will have a background in administrative roles and possess strong interpersonal skills. The position requires expertise in modern office practices and proficiency in relevant software. This role fosters a cooperative working environment and prioritizes confidentiality.

Qualifications

• Experience with modern office practices and procedures.
• Ability to perform administrative support and clerical duties.
• Proficiency in word processing, spreadsheet, and relevant software.

Responsibilities

• Coordinate communications and meetings.
• Maintain files and control sensitive information.
• Perform clerical and administrative duties for executives.

Skills

Interpersonal skills

Word processing

Spreadsheet management

Basic event planning

Education

Two years of college-level coursework

Tools

Microsoft Office Suite

Job description

Executive Assistant/Administrative Assistant-Temporary Pooled Position

The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice.

The incumbent performs a broad range of sensitive, technical, and confidential administrative and support functions.

Representative Duties:

• Maintain files and control the release of sensitive information to authorized personnel.
• Initiate payment requests, reimbursements, and maintain records for different accounts.
• Coordinate arrangements, programs, and publicize speakers’ events.
• Perform as administrative assistant to executives/managers for clerical and administrative duties.
• Coordinate communications and meetings, and respond to questions requiring knowledge and interpretation of policies.
• Arrange and schedule meetings and appointments, maintain calendars, and make travel arrangements.
• Route incoming mail, answer telephones, relay messages, and screen and route calls and visitors.
• Coordinate specific activities and events as assigned.
• Operate office equipment, such as computers and related software, printers, calculators, and copy machines.
• Order and maintain inventory of equipment, materials, and supplies, and assist in budget development process.
• Assist in the development and preparation of reports, meeting materials, and other documents as requested.
• Maintain current knowledge and records of regulations and requirements applicable to assigned office.
• Perform related duties as assigned.

Knowledge Of:

• Modern office practices, procedures, and equipment.
• Record-keeping, filing, and information organizing techniques.
• Interpersonal skills using tact, patience, and courtesy.
• Word processing, spreadsheet, database, presentation, and other relevant software applications.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Public relations and customer service techniques.
• Basic event planning.

Ability To:

• Perform administrative support and clerical duties.
• Operate a computer terminal to enter data, maintain records, and conduct word processing.
• Coordinate, organize, and oversee office activities.
• Type, keyboard, and/or enter data at a speed necessary for successful job performance.
• Maintain spreadsheets and files with minimal errors.
• Compose correspondence and written materials.
• Prepare reports by gathering and organizing data from a variety of sources.
• Work independently with minimal direct supervision.
• Work confidentially with discretion.
• Meet schedules and deadlines by prioritizing work.
• Make arithmetic calculations quickly and accurately.
• Communicate clearly and concisely, both orally and in writing.
• Learn policies, procedures, and regulations and apply to specific situations.
• Answer telephone and greet the public courteously.
• Determine appropriate action within clearly defined guidelines.
• Schedule and coordinate meetings, conferences, and appointments.
• Relay messages, and screen and route calls and visitors.
• Establish and maintain cooperative and effective working relationships with others.
• Identify policies or procedures that are ineffective and develop new policies and procedures to enhance program or office operations.
• Work effectively with frequent interruptions.
• Understand and follow oral and written directions.

Minimum Qualifications: Any combination equivalent to two years of college-level coursework and one year of administrative support experience.

Preferred Qualifications: Prior experience as an administrative assistant in a non-profit, corporate, or higher education setting.

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law.