Executive Assistant 2

Position Title & Department: Executive Assistant 2; Office of the President

Posting #: 4816

Department Description:
The Office of the President team is responsible for supporting the President in his numerous duties as leader of the university. This includes strategic implementation of university initiatives; administrative support; communications assistance; interfacing with the President's Administrative and Strategic Leadership Teams and the Board of Trustees; stewarding internal and external relationships; maximizing the president's time and ensuring his effectiveness as the university's chief executive, fundraiser, voice and visionary.

In addition to serving as the Assistant Secretary to the Board of Trustees and liaison to critical internal and external constituents, the Special Assistant to the President oversees all operations of the Office of the President.

There are two Executive Assistants in the Presidents Office, and they report to the Special Assistant and provide advanced administrative support and excellent, mission-critical customer service. They ensure the offices smooth daily operation, assist in managing an extremely active executive calendar and coordinate meetings and events for the President and Board of Trustees.


University Description:
The University of San Diego, a contemporary and engaged Contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.


Detailed Description:
The Executive Assistant 2 oversees the front office reception area and provides excellent, professional customer service. Provides a wide range of administrative support to the Special Assistant and President in a fast-paced executive office setting. This position must have excellent and proficient writing and research skills with experience in taking and transcribing meeting minutes. Composes and prepares letters, correspondence, briefing materials and reports; prepares spreadsheets and presentations. Provides administrative support to the President's Leadership Class and the EOC Policy Group. Supports the Special Assistant on tasks pertaining to the Board of Trustees. Assists in supervising and training student workers and assists in training executive staff on board related matters. Prepare reports and conduct special projects and research as assigned.

Duties and Responsibilities:

• Oversees the front office reception area and provides excellent customer service when answering multiple phone lines, greeting guests and responding to inquiries; and provides a calming and professional demeanor.
• Composes and prepares letters, correspondence, briefing materials and reports, including the use of field mergers. Handles confidential and personal correspondence for the President and Special Assistant.
• Prepares spreadsheets and presentations with proficiency in Microsoft Excel, PowerPoint, and other presentation software. Conducts research, collects and analyzes data for presentations and reports.
• Takes and transcribes meeting minutes for the President's Cabinet meetings; assists in managing and updating the President's Cabinet Portal in SharePoint.
• Oversees the daily appointments of the President and Special Assistant ensuring flow of meetings are on schedule; assists with confirming, adjusting, or canceling appointments; reserves guests parking and meeting rooms; prepares materials for meetings; and handles any other duties (as assigned) as it relates to planning and coordinating meetings.
• Supports the Special Assistant in matters pertaining to the Board of Trustees; prepares and organizes materials for mailings and quarterly meetings; maintains and updates Board of Trustees records and governing documents including the confidential Board of Trustees Portal in SharePoint.
• Assists in preparing President's speeches and presentations for meetings, functions, and events on and off campus, i.e., Ole Weekend, President's Forums, Faculty Convocation, Homecoming and Family Weekend, ASG Senate Meetings, University Senate Meetings, Commencement Ceremonies, etc.
• Assists in managing the timely and accurate completion of special projects and monitor initiatives established by the President and Special Assistant; respond to daily requests for Presidential assistance in handling inquiries, correspondence and complaints and determine allocation of tasks to other offices; or gather appropriate background information for President to render a decision.
• Provides administrative support to the EOC Policy Group.
• Provides support to the President with his President's Leadership Class; prepare class materials and videos; assist with securing speakers; and prepare materials as assigned.
• Assists in coordinating events and planning meetings for President's Office and Board of Trustees.
• When needed, assists in preparing the President's travel itineraries, this includes reserving flights, accommodations, transportation services and checking in the President for all his travels.
• Assists in managing the complex filing systems for the President's Office; direct organization of all files, including confidential personnel information; review reservation requests and approve usage of the conference rooms assigned to the President's Office; oversees and organizes storage rooms/closets and keeps inventory of all supplies and materials.
• Maintain a professional, diplomatic, and cheerful demeanor in all situations.
• As determined by the Special Assistant, perform other duties, as assigned.

Special Conditions of Employment:

Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.



Job Requirements:
Minimum Qualifications:

• High school diploma required
• Minimum five years of experience in a fast paced executive level office required. A Bachelor's degree may substitute for up to two years of experience.
• Excellent communication and public relations skills.
• Strong background in preparing reports and presentations with Excel, PowerPoint, and other software.
• Experience in researching and analyzing data.
• Experience in taking and transcribing meeting minutes.

Preferred Qualifications:

• Bachelor's degree
• Background in higher education

Knowledge, Skills and Abilities:

• Demonstrated ability to maintain strict confidentiality.
• Must be able to adapt to changes in technology and computer software.
• Must be able to shift priorities in a moments notice.
• Must have the ability to deal effectively and diplomatically with diverse personalities and backgrounds.
• Possess excellent organizational and time management skills and must be flexible and adjust to the changing needs of the office.
• Thorough knowledge of current office practice and procedures, good business English and proofreading skills.
• Attention to detail a must.
• Must be able to represent the office in a professional manner, including dressing in appropriate business attire.
• Understanding of business/social etiquette and protocol.
• Must be able to maintain composure during difficult times

Special Conditions of Employment:

Flexibility in schedule may be required to work early mornings, evenings and weekends when necessary.



Posting Salary:
$27.00 - $29.53 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.


Special Application Instructions:
Resume and Cover Letter Required

Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.


Additional Details:
Hours: 37.5 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.


Advertised: August 16, 2024
Applications close: Open until filled

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496589/executive-assistant-2





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