Executive Assistant at Chapman University in Orange, California

Job Description:

Position Title:

Executive Assistant

Regular

SA51024

full-time 40 hours weekly

Exempt

$80,000 - $85,000/ annual salary

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Provides a broad range of executive-level administrative support to the Vice President of Campus Planning and Design (VP CP&D). Is a proactive problem solver with strong communication skills, attention for detail, and ability to exercise discretion and independent judgment. Serves as the primary point of contact between VP CP&D and the campus and external communities. Manages the VP CP&D's schedule. Researches, prioritizes and follows up on multiple issues and open items addressed to the higher level executive. Provides support for, and prepares materials related to, Board-level committee activities. Manages operations of the Office of CP&D. Monitors and handles in-coming divisional communication. Manages special projects as assigned. Performs other duties as needed.

Provide executive level administrative support

• Serve as the primary point of initial contact between the VP CP&D and campus and external constituencies, including but not limited to senior university leadership, academic leaders, campus colleagues, administrative partners, members of the governing boards, external professionals and vendors.


• Maintain the VP CP&D's busy calendar with all associated details, confirmations, and arrangements; prioritizing and managing visits and meeting requests; maintaining knowledge of campus resources to accomplish a well managed calendar.


• Manage communication and logistics with discretion, good judgment, efficiency, and completion.


• Administer VP CP&D's travel, professional memberships, and licenses;


• Maintain digital files and filing system for VP CP&D.


• Establish and maintain contact with divisional staff, partnering divisions, key administers, and membership organizations with whom the VP CP&D works closely.


• Maintain high level knowledge of the university organization and campus activities in order to support the VP CP&D's Senior Staff role.


• Develop and prepare non-routine responses, reports and correspondence that can be sensitive and confidential in nature.

• Coordinate activities and materials related to Board-level Real Estate and Campus Development Committee for which VP CP&D serves as senior staff liaison. Activities include: calendaring and meeting arrangements; preparation and distribution of meeting notices, agendas, and presentation materials; quorum logs; committee contact lists and committee schedule.


• Prepare meeting minutes, track and record board committee decisions; track action items; maintain board-related files, and obtain approvals on board minutes per approved procedures.

• Contribute to management of divisional operating budget by processing invoices; preparing expense reports; preparing monthly reconciliation reports; assisting in preparing monthly and annual operating budget reports.


• Monitor, sort, distribute and/or handle communication received through divisional email and other sources, employing discretion and broad awareness of organization and priorities.


• Coordinate routine and special office activities, including monthly team meetings, occasional and seasonal special activities, and annual team retreat. Prepare divisional meeting agendas, take notes, track and close out action items.


• Hire, on-board, and track schedules of student assistants.


• Maintain the CP&D divisional calendar, including vacation and absence schedules for CP&D staff.


• Assist in the preparation of annual reports and annual goals of the division.


• Contribute to CP&D website content and maintenance.


• Organize and maintain electronic filing system for office operations in accordance to regulations, policies, and best practices.


• Perform other office operational tasks as necessary for smooth divisional operations. Example: emergency contacts and protocols

• Prepare and/or review materials, special reports and presentations in support of VP CP&D's role as senior staff member and as board member of national Association of University Architects.


• Schedule meetings, create agendas, prepare and distribute materials, and follow up on items related to VP CP&D's active leadership roles

• Bachelor's degree or a combination of education and equivalent professional experience


• At least seven years experience in an administrative role providing support to executive leadership with responsibilities related to the duties outlined, with strong preference for prior institutional work.


• Experience coordinating and managing logistics for meetings, events and travel arrangements.


• Strong written communication skills with the ability to prepare, proofread and edit clear, concise, and grammatically correct business correspondence, notes, messages, and meeting minutes.


• Exceptional customer service and interpersonal skills, with the ability to build strong relationships and collaborate effectively with diverse individuals and groups at all organizational levels, both within and outside the University, demonstrating tact and diplomacy.


• Strong time management and organizational skills, with the ability to multitask, prioritize responsibilities, adapt to changing demands in a dynamic work environment, and complete tasks efficiently and on time


• Strong attention to detail and accuracy.


• Ability to maintain a high level of confidentiality.


• Strong analytical and problem solving skills with the ability to formulate and communicate logical conclusions and recommendations.


• Proficient computer skills including spreadsheets, presentations, internet research, and utilizing software to include Word, Excel, Outlook, PowerPoint, Teams, and Adobe suite


• Comfortable working across multiple computer systems simultaneously throughout the day


• Technical skills to quickly learn and effectively use enterprise systems required for the position; with a demonstrated ability to rapidly learn new systems


• Basic accounting skills to complete financial forms, track expenses and reconcile expense reports

• Experience providing administrative support in higher education


• Advanced computer skills in programs like SmartSheets and other project management software are a plus.


• Ability to understand and apply relevant regulations, bylaws, policies and procedures.


• Experience working with and supporting board members.

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.


Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.


The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.