Executive Assistant to the Vice President for E...
Mount Saint Mary's University
Location: Los Angeles, California
Internal Number: 2689406
Executive Assistant to the Vice President for E...
About Mount Saint Mary's University:
Mount Saint Mary's is the only women's university in Los Angeles and one of the most diverse in the nation. The University is known nationally for its research on gender equity, its innovative health and science programs, and its commitment to community service. As a leading liberal arts institution, Mount Saint Mary's provides year-round, flexible and online programs at the undergraduate and graduate level. Weekend, evening and graduate programs are offered to both women and men. Mount alums are engaged, active, global citizens who use their knowledge and skills to better themselves, their communities and the world. www.msmu.edu
Mount Saint Mary's University is an equal opportunity employer. The University is thoroughly committed both to providing equal employment opportunities for all job applicants and employees, and to providing a work environment that is free from harassment, discrimination and retaliation. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters. A background check will be required. Applicants must also provide proof of COVID-19 vaccination of condition of employment.
To provide executive level support to the Vice President for Equity, Diversity, and Justice and to assist and maintain the effective operation of the EDJ Center.
Coordinate and maintain the VPEDJ schedule, including but not limited to, numerous meetings with a variety of constituents both internal and external.
Manage the day-to-day operations of the EDJ Center.
Produce a variety of documents and reports; compose and draft correspondence and edit documents for the VPEDJ as needed.
Assist the VPEDJ with planning and managing the EDJ Center's budget.
Manage incoming requests and outgoing directives, both internal and external, for the VPEDJ, serving as liaison between the VPEDJ and internal and external MSMU constituencies.
Provide support, assistance and research on all projects for achieving the EDJ Center's goals.
Participate in EDJ events and programs as needed.
OTHER DUTIES AND RESPONSIBILITIES:
Oversee office management, including but not limited to: tracking and ordering all of the office supplies and equipment; maintaining and keeping the office of Vice President in order and open, sort and prioritize mail sent to VPEDJ and the EDJ Center.
Participate in EDJ Center meetings and other University meetings as needed. Prepare or collect meeting materials, including agendas, minutes, and appendices or handouts.
Work with campus partners to ensure success in all aspects of EDJ Center programs and events. Events include those initiated and/or sponsored by the EDJ Center, events that include the vice president and are sponsored by other departments, etc.
Manage the planning and support for programs and events (meetings, campus workshops, receptions, etc.) including scheduling, making travel arrangements, managing RSVPs and attendees, making room reservations, ordering food and drink, setting up meeting spaces, and other details as needed.
Other duties as assigned.
Ability to work with diverse populations and to effectively and respectfully function and communicate within the context of varying beliefs, behaviors, orientations, identities, and cultural backgrounds.
Ability to maintain confidentiality and discretion.
Strong working knowledge of office management and executive assistant protocols, standard office procedures and equipment.
Good working knowledge of basic computer skills, word processing, and database software applications, i.e. Outlook, Word, Excel, PowerPoint.
Sufficient knowledge of basic supervisory principles.
Knowledge of MSMU policies and procedures.
Abilities and Skills:
Effectively organize, prioritize and handle multiple tasks to meet established deadlines.
Accurately assess needs and take appropriate initiative/action in resolving them.
Track and manage EDJ Center budget.
Plan and coordinate events, reports, etc.
Analytical, detail-oriented and accurate, especially while working under pressure.
Build rapport and communicate in a clear, courteous, and helpful manner with internal and external community members. Respond to internal and external inquiries in an informed and timely manner.
Show initiative, exercise discretion with confidential matters, sound judgment and decision making and work independently on tasks/projects.
Devise and manage office systems.
Strong organization and prioritization, customer service, oral/written communication, phone etiquette, public relations, budget management, interpersonal and supervisory skills.
Work as part of a team as well as independently on a wide variety of projects.
Demonstrate excellent oral and written communication capacities and proofreading skills.
Possess strong relational and interpersonal skills and maintain effective, professional, and cooperative working relationships to collaborate successfully with other University departments and offices.
Interact professionally with a welcoming and pleasant demeanor with a diverse community of trustees, faculty, staff, students and alum.
Possess advanced knowledge of computer software such as word processing, spreadsheet and database management, and desktop publishing.
Possess knowledge of clerical office procedures, including knowledge of principles and procedures of record retention and management, as well as skill in operating all standard office equipment.
Compose, edit, and/or format business correspondence and reports. Have the ability to interpret and apply pertinent university rules, regulations, policies, and procedures in the course of carrying out their role.
A desire to learn and grow in all spaces at all times.
A deep and abiding appreciation for difference among human beings including valuing the importance of learning about others.
An avowed commitment to the importance of diversity, equity and inclusion in the complex nature of human interaction.
Bachelor's degree preferred.
At least two years' minimum work experience as an executive assistant strongly preferred.
Experience in a non-profit or educational setting preferred.
Work Location: Doheny Campus (Downtown Los Angeles)
Start Date: Immediately
Applications Deadline: Open until filled
The University is committed to recruiting and retaining a diverse student population and workforce as a reflection of our commitment to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of learning. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. We encourage people of all backgrounds to apply to be a student or to work for the University.
Mount Saint Mary's University is an independent, Catholic, liberal arts university which provides a values-based undergraduate education for women, as well as innovative programs for professional men and women on two historic campuses in Los Angeles. The Mount is the only Catholic university primarily for women in the Western United States. It is also nationally recognized for its academic programs, its culturally diverse student body, and its focus on preparing the next generation of citizen leaders.