Careers

Title: Executive Assistant

Department: Community and Equity

Duration: Indefinite

Employment Status: Exempt, Full-Time

Job Summary

Reporting to the Vice President for Marketing and Communications, the Executive Assistant provides essential administrative support to the Vice President of Community and Equity and the Vice President of Marketing & Communications. As a key member of both offices, this role involves managing complex tasks and daily operations, while serving as a professional and approachable representative to all Occidental constituencies.

Job Duties

• 60% - Manage the daily operations of the Office of Community and Equity and provide administrative support to the Vice President of Marketing and Communications as needed. - (Essential)
• 15% - Manage complex scheduling, meeting coordination, and travel arrangements. Organize meetings and events in collaboration with campus service offices. - (Essential)
• 10% - Manage the Community & Equity office budget, including processing expenses and reimbursements, and provide budget support for the Office of Marketing & Communications. - (Marginal)
• 5% - Prepare correspondence, spreadsheets, and reports, and maintain office records and files. Create meeting agendas and take minutes. - (Marginal)
• 5% - Hire, train, and supervise student workers for the Office of Community & Equity and the Office of Marketing & Communications. - (Marginal)
• 5% - Assist with maintaining the Office of Community & Equity website and online presence. - (Marginal)

Minimum Qualifications

• Bachelor's degree or equivalent in education, training, and experience.
• Five years of executive-level administrative support experience.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically. Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.
• Knowledge of contemporary leadership and management methods to ensure employee success and achievement, and demonstration of related and applicable skills as evidenced by the ability to effectively direct, assess and evaluate performance of direct reports.
• Ability to effectively design, define, describe and document job functions, responsibilities, tasks, and required qualifications associated with supervised positions, and the demonstrated skills in assessing candidates’ experience, knowledge, skills and abilities when hiring for vacant positions, ensuring the best choice of candidate.
• Ability to provide employee development, training and opportunities for direct reports to demonstrate performance achievement and success; recognizing performance of both above standards and needs improvement and respond accordingly.
• Skilled at communicating feedback verbally, in writing and electronically; and documenting performance via introductory and annual performance appraisals.
• Skilled in developing and determining corrective employment/performance/behavioral strategies, as needed.
• Demonstrated ability to design and execute performance improvement plans, conducting disciplinary action and/or determining the appropriateness of employment continuation.

Preferred Qualifications

• Experience in a higher education environment.

EXPECTED HIRING RANGE:  $68,640/yr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth.  We also offer a generous compensation and benefits package.