Executive Assistant I

Charles R. Drew University of Medicine and Science; Los Angeles (CA); On-site; USD 70,000 - 72,000; Full time

Job summary

Charles R. Drew University of Medicine and Science is seeking an Executive Assistant to the Associate Provost, Student Affairs in an onsite role in Los Angeles. The successful candidate will manage complex calendars, arrange travel, prepare materials, and coordinate meetings with program directors and staff.

The position requires 2+ years of administrative experience, strong MS Office skills, meticulous data management, and the ability to handle confidential information with discretion.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 2 years or more of related administrative experience.
• One year as an Executive Assistant preferred.
• Experience in the higher education setting.

Responsibilities

• Maintain calendar, arrange travel and lodging, schedule meetings, and take minutes.
• Prepare major documents and coordinate contributions of multiple staff and faculty.
• Oversee clerical and administrative functions; produce reports and materials; manage data formats.
• Represent the office in relations with the University, community, government agencies and professional groups.
• Provide administrative support for student activities and coordinate events (Annual Advisory Council Meeting, Student Affairs Retreat).
• Coordinate meetings with Program Directors and schedule speakers, vendors, and post-event evaluations.

Skills

Calendar management

Travel arrangements

Meeting coordination

Minutes

Confidentiality

Administrative support

MS Office

PowerPoint

Data reporting

Education

Bachelor's degree or equivalent

Master's degree preferred

Tools

MS Office

Word

Excel

PowerPoint

Access

Job description

Essential Duties and Responsibilities:

The Executive Assistant to the Associate Provost, Student Affairs will perform varied administrative duties that will include assisting in the day-to-day administration of the Division of Student Affairs and providing specialized administrative support to the Associate Provost, Student Affairs with complex details and advanced administrative assignments. Working in the Associate Provost’s office requires diplomacy, confidentiality, independent judgement, and initiative on assignments and communications that are sensitive in nature.

• Provide confidential, administrative support to the Associate Provost, Student Affairs. Maintain calendar, and make conference, travel, and lodging arrangements. Schedule meetings, arrange logistics, and prepare materials. Coordinate Associate Provost Office Unit Meetings. Attend meetings and take minutes.
• Coordinate the preparation, development, and production of major documents, such as proposals, reports, manuscripts, and academic policy and program reviews. Coordinate efforts or contributions of multiple staff and/or faculty.
• Oversee all clerical and administrative support functions. Compose and produce business correspondence, reports, and related materials. Collect and organize data and determine appropriate formats for displaying results. Execute special projects, monitor deadlines, and initiate follow-up.
• Represent the office as appropriate in its relationships with the University, community, government agencies, professional societies and similar groups.
• Provide administrative support for various student activities.
• Plan Annual Advisory Council Meeting and Student Affairs Retreat.
• Coordinate various meetings, including with Program Directors.
• Schedule speakers, vendors, and participants for special events.
• Generate invites, registration, and post-event evaluations for major Division Events.
• Act as primary contact with telecommunications, information systems, vendors, travel services, and facilities as needed.
• Assist with budget and monitor budget expenditures.
• Develop the Division of Student Affairs’ Office Policy and Procedure Manual and SOPs.
• Coordinate the Student Affairs Annual Report/Academic Plan.
• Order and maintain office supplies.
• Ensure confidentiality and control access to sensitive information. Maintain confidential files ensuring quick retrieval.
• Serve as internal resource to students, faculty, administrators and others. Respond to inquiries and requests for information requiring knowledge of departmental and University Policies and procedures

Other Duties and Responsibilities:

Performs other duties as assigned or requested

Qualifications/Requirements:

EDUCATION:

• Bachelor’s degree or equivalent combination of education and experience. Master’s degree preferred.

EXPERIENCE:

• 2 years or more of related administrative experience
• One year as an Executive Assistant preferred.
• Experience in the higher education setting.

KNOWLEDGE/ABILITY/SKILLS:

• Ability to analyze and solve problems.
• Ability to communicate effectively, both verbally and in writing.
• Ability to create, compose, and edit written materials.
• Ability to gather data, compile information, and prepare reports.
• Ability to make administrative/procedural decisions and judgments.
• Ability to supervise and train clerical staff.
• MAC and PC proficient with working knowledge of PowerPoint, Access, and Word.
• Records maintenance skills.
• Detail-oriented.
• Skills in organizing resources and establishing priorities

HARDWARE/SOFTWARE EXPERIENCE:

• MAC and PC proficient. Ability to utilize the MS Office platform, including Word, Excel, etc.
• Typing speed of 60–80 words per minute (WPM) with a high degree of accuracy.

COMPENSATION:

• Salary: $70,340 - $72,400 annually, Exempt

COMPLEXITY:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

WORK ENVIRONMENT:

• This is an onsite role.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• No unusual working conditions.

MENTAL DEMANDS:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Frequent work on a variety of unrelated tasks. Constant calculating, interrupted work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• Ability to work effectively with a diverse community.