Executive Assistant to the President and CEO

Title: Executive Assistant to the President & CEO
Company: Education
Location: Willowbrook, CA

Job Summary:

Under the direction of the President, the Executive Assistant manages the day-to-day operations of the President’s office. Represents the President to staff, faculty, senior management, other universities, and regulatory agencies. Interpret, communicate, and apply, procedures and policies; answer questions where judgment, knowledge and interpretation of policies and procedures are necessary. Provides confidential and administrative support to the President.

Essential Duties
• Acts as project support to the President; follow-up to ensure completion of tasks assigned to others.

• Serves as the President’s personal assistant on sensitive and confidential matters with high-profile and personal contacts.

• Coordinates, implements, and assists with activities and personnel in the President’s Office.

• Schedule internal and external meeting requests including maintain meeting request log, maintain the President’s calendar, and participate in regular calendar meetings with the President.

• Schedule internal/external onsite and offsite events such as:

Internal

• Ticket purchase (if required)

• Event schedule

• President’s remarks or welcome speech

• Notable external attendees

• Notify President of all on campus events posted in the broadcast

External

• Travel arrangements (if required)

• Ticket purchase

• Itinerary & Event Schedule

• List of attendees and notable external attendees

• Meal choices

• Manage schedule on/off campus meetings

• On campus meeting set up if required such as, AV, snacks, lunch, marketing material

• 10-minute reminder – in person or via text

• Provide location and parking instructions for offsite meetings

• Manage calls for the President

• Obtain caller information and transfer per instructions

• Maintain call log.

• Identifies, appraises, reviews, and recommends matter of critical and urgent nature. Provides follow-up on these matter as designated by the President.

• Facilitates communications between the President’s office and various constituents, University departments and external groups as appropriate.

• Assists with preparation of communications for the President’s office. This includes researching, writing, and editing the President’s speeches; preparation of presentation/lecture material, reports, etc.

• Prepares agenda for Executive Management Team and Senior Leadership Group meetings.

• Represents the President’s Office, as appropriate, in its relationships with the University, community.

• Participates in professional meetings and conferences to maintain professional contacts and visibility for the Office of the President and the University.

• Researches and collects statistical data and information for the President on special assignments.

• Performs other duties as assigned or requested.

Required Qualifications

• Bachelor’s degree from a regionally accredited institution and/or the equivalent years of work experience

 Minimum Requirements

• Five years of related experience, preferably in higher education

• Ten years or more previous professional experience assisting a President, Chief Executive Officer or Chief Operating Officer in higher education or an academic setting.

Preferred Qualifications

• Ability to analyze and solve problems.

• 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.

• Ability to use tact and diplomacy when interacting with others.

• Understanding of the confidential nature of the position.

• Skill in organizing resources and establishing priorities.

• Database management skills.

• Records maintenance skills.

• Bilingual in Spanish

• Excellent verbal and written communication skills.

• PC proficient. Ability to utilize the MS Office platform, including Word, Excel, etc.

Candidate must meet all the requirements below.

Do you have a bachelor’s degree from a regionally accredited institution or equivalent?

Do you have experience with software technology, a strong technical aptitude and Microsoft outlook proficiency?

Do you have 3 to 5 years of work experience in a higher education setting?

Do you fluently read, speak, or write Spanish?