Executive Assistant To The Executive Director

University-Enterprises-In; Sacramento (CA); Híbrido; USD 70.000 - 91.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

CalPERS Retirement Program

Paid Vacation Time

Paid Sick Time

Paid Holidays

Employer-paid medical/dental for alone

Educational Assistance Program

Discounted fitness center membership

Descripción de la vacante

University Enterprises, Inc. (UEI) is seeking an experienced executive assistant to support the Executive Director, the General Counsel, and the Director of Real Estate Services.

The role includes confidential information handling, board liaison duties, and strategic scheduling for senior staff on the Sacramento State campus. The position offers a hybrid work arrangement after an initial 6-month in-office period, with full benefits including CalPERS, comprehensive medical and dental coverage,

Formación

• Bachelor’s degree or equivalent required.
• Experience assisting executive management in administrative detail.
• Ability to manage multiple projects with strong organizational skills.
• Ability to communicate policies and procedures clearly to internal/external customers.
• Experience supervising one or more employees.

Responsabilidades

• Manages the Executive Director's administrative requirements and coordinates projects with confidentiality.
• Acts as liaison with UEI Board of Directors and coordinates board meetings and minutes.
• Interacts with campus leadership on project and UEI Board issues.
• Prepares reports and correspondence; handles sensitive information.
• Provides calendar management and travel coordination for executives.

Conocimientos

Administrative support

Confidential information handling

Communication skills

Organizational skills

Supervisory experience

Microsoft Office

Educación

Bachelor’s degree in business administration, communications, or related field

Herramientas

Microsoft Office Suite

Descripción del empleo

• Location 6000 J ST,SACRAMENTO, CA, 95819,United States
• Base Pay $5,859.00 - $7,554.00 / Month
• Employee Type Benefited Exempt

Broad Scope & Function

This position is directly responsible and accountable to the Executive Director of University Enterprises, Inc. (UEI). The position provides administrative and analytical support to the Executive Director, General Counsel, and Director, Real Estate Services. Responsible for interacting with a cross-section of campus administrators, community members, and government officials. Serves as primary liaison to the UEI Board of Directors. As part of these interactions, the position receives and disseminates confidential information that must be treated with a high level of judgment and discretion. Works closely with other members of the Executive Director's staff to provide assistance with projects for UEI.

Reporting Relationship

The position reports directly to and receives general direction from the UEI Executive Director. The position also receives periodic work direction from the Director, Real Estate Services and the General Counsel. Supervises office staff, as needed. The position assigns and monitors the work of student assistants.

• Full range: $5,859-$7,554 per month ($70,308-$90,648 per year)
• Anticipated hiring range: $6,250-$6,917 per month ($75,000 - $83,004 per year)
• After a 6-month waiting period, eligible for work from home for up to two days per week with supervisor approval. Fully in-office on the Sacramento State campus for the first 6 months.
• Participation in CalPERS Retirement Program
• Paid Vacation Time - starting at 10 hours acc rued/month
• Paid Sick Time - 8 hours accrued /month
• Paid Holidays - 14 paid holidays per year including paid time off the week between Christmas Day and New Years Day as the CSUS campus is closed
• Excellent medical benefits - 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
• Educational Assistance Program for employees and/or dependents
• Discounted membership to The WELL, Sacramento State's on-campus fitness center

Conditions of Employment

The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a sponsoring agency (i.e. H-1B Visa).

This is a full-time, exempt from overtime, benefited position, covered under the California Public Employees' Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises, Inc. (UEI) and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

Duties and Responsibilities

• Manages the Executive Director's administrative requirements and coordinates projects, maintaining a high level of confidentiality. Reviews, analyzes, recommends, and communicates information to various groups and staff. Serves as department liaison between Executive Director, UEI staff, and the community. Assists the Executive Director and other management staff with general management and planning of UEI programs, functions, and services.
• Acts as primary staff liaison with the UEI Board of Directors. Adheres to the State Education Code, CSU and campus policies and procedures. Coordinates board meetings, produces board packets, orientation materials, and other information as needed. Writes board and committee minutes, plans board related meetings and functions. Works closely with officers and board members to accomplish board goals and objectives in compliance with state and federal mandates. Responsible for posting board related information on the UEI website.
• Interacts with the Sacramento State President's Office on project and UEI Board of Directors issues on a recurring basis.
• Researches and analyzes information. Prepares reports and handles problems of a highly confidential and sensitive nature. Independently composes correspondence, memos, reports, and presentations.
• Supports General Counsel with all public records act requests for UEI, including obtaining records, reviewing confidential documents, and responding to requestors in compliance with the McKee Act.
• Maintains the calendar for the Executive Director and Director, Real Estate Services; coordinates calendars with others, including the UEI Board of Directors, campus administrators, staff, faculty, and others off campus. Arranges meeting sites appropriate to meeting subject and attendees, sets-up conference calls, provides background information if required, and arranges catering as appropriate.
• Provides administrative support to the Director, Real Estate Services and General Counsel, as needed.
• Supervises support staff including student assistants as needed consistent with UEI policies.
• Coordinates board and staff retreats and the end-of-year dinner for the UEI Board of Directors. Researches meeting sites and accommodations and makes recommendations. Coordinates meeting arrangements including notifying attendees and presenters, site and room reservations, transportation, catering orders, etc.
• Handles a variety of administrative duties including managing travel arrangements for the Executive Director, General Counsel, and the Director, Real Estate Services. Schedules and makes travel arrangements. Contacts airlines, hotels, and rental car agencies and determines appropriate dates and times for reservations. Prepares and maintains all travel request and expense forms in compliance with UEI operating policies and procedures.
• Assists with planning and organizing UEI special events, such as UEI Celebrates, and other informal gatherings.
• Receives the Executive Director's mail, reviews and prepares background material and responses on a wide range of topics, both independently and as directed.
  
• Performs other job-related duties as assigned.

Minimum Qualifications

• Bachelor’s degree in business administration, communications, or related field or equivalent combination of education and/or professional work experience.
• Demonstrated responsible work experience in assisting and supporting executive management in administrative detail and office support, preferably in an academic environment.
• Demonstrated experience in prioritizing, planning, organizing, and coordinating many concurrent projects. Demonstrated ability to independently assume broad responsibilities for complex functions.
• Demonstrated ability to interpret, explain, and advise internal and external customers on policies and procedures.
• Demonstrated ability to supervise one or more employees.
• Demonstrated experience using word-processing, spreadsheet, email, and presentation software such as the programs in the Microsoft Office Suite.
• Demonstrated ability to work independently with little direction using independent judgment, accuracy, and speed.
• Demonstrated excellent oral and written communication skills including excellent command of English usage including grammar, spelling, and punctuation.
• Excellent interpersonal skills and experience working respectfully and tactfully with a variety of internal and external stakeholders across a range of positions.
• Ability to understand problems from a broad perspective, develop solutions in new and creative ways, and solve a wide range of problems practically and thoroughly, using effective communication and listening skills.
• Demonstrated experience working with and maintaining sensitive, confidential information.
• Ability to work occasional evenings and weekends.
• Must be fingerprinted and pass a background check. Must continue to meet the established standards.

Preferred Qualifications

• Experience working within higher education and volunteer boards.

Physical Requirements

Sit for extended periods; frequent movement; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, and fax machines.

Working Conditions

Work is performed in an office environment; continuous contact with staff, campus community, representatives of community organizations, and the public.

Work Schedule

• 40 hours per week
• Monday-Friday
• Academic years hours (August-May): 8:00 am - 5:00 pm
• Summer hours (June-August): 7:30 am - 4:00 pm
• After a 6-month waiting period, eligible for work from home for up to two days per week with supervisor approval. Fully in-office on the Sacramento State campus for the first 6 months.

Summary

UEI, a Sacramento State non-profit auxiliary organization, exists to meet the evolving needs of the campus community by providing programs and services that support and strengthen the Sacramento State experience. Each day, UEI's management and staff work to advance Sacramento State’s commitment to being an integral educational, intellectual, economic, social, and cultural resource for the region.

UEI is responsible for grant and contract management and fiscal services for University research and sponsored programs, and also provides fiscal and administrative services to University-related agencies and activities. UEI is the largest provider of student assistant employment opportunities in California. Both state agencies and private employers use California Intern Network as their primary source for student assistants.

UEI’s investment activity strengthens the campus by providing benefits that can’t be achieved with state funds. Examples include building purchases, federal research grants, and vital resources such as the Hornet Bookstore and Hornet Commons. In the last few years, UEI’s support of Sacramento State has led to millions of dollars for teaching and learning initiatives, as well as improved classroom space for students. These essential services and functions are provided in accordance with the goals of the CSU under an Operating Agreement with the university.

UEI is a tax-exempt, nonprofit public benefit corporation governed by a board of directors in conformity with the appropriate State of California codes and policy directives of the California Board of Trustees and the campus administration.