The Annenberg School for Communication and Journalism is seeking an executive secretary.Â Reporting to the associate dean for development and external relations, this position supports the associate dean and performs the day to day administrative functions of the development and alumni relations department to ensure school's fundraising objectives are exceeded.Â
Ideal candidate for this position will have demonstrated executive secretarial experience with great time-management and multitasking abilities. S/he will possess a positive attitude and work well under pressure in a high-performing and collaborative environment. To ensure success, the executive secretary will be organized, an exceptional communicator, have superb research skills, and be self-driven and pro-active.
Role & Responsibilities
Provides primary administrative support for associate dean, as well as development and alumni relations staff. Organizes the development and alumni relations office and makes day to day administrative and operational decisions to ensure the office runs efficiently.Â Â
Maintains associate dean's calendar and accepts or declines commitments on her/his behalf. Reschedules existing appointments as deemed appropriate. Makes travel arrangements for associate dean as needed.
Interfaces with external constituents, including coordinating Board of Councilors and other executive meetings.Â Arranges with vendors for services, prepares agendas, gathers, organizes and distributes supporting materials.Â Attends meetings to ensure satisfactory outcome and to record minutes and summaries for distribution.
Processes all expenses for development and alumni relations staff.Â Sets up purchase orders, contracts, and executes all payment requests. Tracks payments of invoices, purchase orders, internal requisitions, etc.
Serves as departments primary liaison to Annenberg Deanâs Office, Annenberg Business Office and University Advancement.Â
Conducts gift and database administration.Â Creates and submits all new gift account requests to University Advancement and Annenberg Business Office. Processes all incoming gifts.
Prepares academic and business correspondence, including confidential briefings for development and alumni relations events and meetings.Â Researches and gathers data or information on an as-needed basis.
Provides administrative oversight of student aid fundraising.Â Ensures accurate awarding across student aid funds, partners with colleagues across school to review awarding criteria for each student aid fund, ensuring recipients match donorsâ intentions per gift agreement, conducts compliance checks, and coordinates scholarship thank you letters with student recipients.
Provides administrative support for all development and alumni relations events, including; booking venues, accounts payable and receivable, purchasing and preparing gifts, creating name tags, securing parking and room reservations, event set-up, etc.
General office support to include screening calls, emails and visitors, determines action required to follow through to completion. Submitting tech and facilities requests to resolve issues and ensure the office runs efficiently. Orders all department supplies, including tracking of and ordering inventory for the departmentsâ conference room.
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Job openings are posted for a minimum of (5) five business days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.
USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six months of employment; tuition benefits for staff and their family; central Los Angeles location with easy access to commuter trains, transit subsidy program, buses and free tram pick up services; discounts to sporting and other campus events.
About the Annenberg School for Communication and Journalism
Located in Los Angeles at the University of Southern California, the Annenberg School for Communication and Journalism is a national leader in education and scholarship in the fields of communication, journalism, public diplomacy and public relations. With an enrollment of more than 2,200 students, USC Annenberg offers doctoral, master's and bachelor's degree programs, as well as continuing development programs for working professionals across a broad scope of academic inquiry. The school's comprehensive curriculum emphasizes the core skills of leadership, innovation, service and entrepreneurship and draws upon the resources of a networked university located in the media capital of the world. For additional information, see our website: https://annenberg.usc.edu/.
USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email atÂ firstname.lastname@example.org. Inquiries will be treated as confidential to the extent permitted by law.
Minimum Education: Bachelor's degree Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Field of Expertise: Executive secretarial experience Preferred Education: Bachelor's degree Preferred Experience: 5 years
Internal Number: REQ20087380
USC is the leading private research university in Los Angeles—a global center for arts, technology and international business. With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations. As the largest private employer in Los Angeles, responsible for $8 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic and professional schools and administrative units. As a USC employee and member of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work—you will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.