Careers

Title: Executive Assistant

Department: Office of the President

Duration: Indefinite

Employment Status: Exempt, Full-Time

Job Summary

Reporting to the Chief of Staff, the Executive Assistant plays a crucial role in providing high-level administrative support to the President and the Chief of Staff, with a strong emphasis on institutional service and building positive energy. This position involves managing complex calendars and handling presidential correspondence, ensuring that all tasks align with the President's goals and priorities. The Executive Assistant is also actively involved in regular strategy discussions with the President and his staff, contributing to decision-making and institutional planning. The Executive Assistant will rely on their experience and judgment to plan and accomplish goals, consistently demonstrating a superior level of professionalism, discretion, accuracy, and flexibility in all tasks. The Executive Assistant will deliver exceptional service to both internal and external stakeholders, ensuring the smooth and efficient operation of the President's office.

Job Duties

• 30% - Manage Complex Calendaring - Oversee the calendars of the President and the Chief of Staff. Meet regularly with the President and Chief of Staff to strategize and prioritize their time based on goals and objectives. Keep relevant colleagues informed of any changes to the President's schedule. Coordinate calendaring of events with the President’s schedule, vice presidents, deans, trustees, and other key internal and external stakeholders, often collaborating with several executive assistants. Set up Zoom meetings as needed. - (Essential)
• 30% - Prepare and Maintain Documents, Proposals, Correspondence, and Reports - Monitor the President’s email accounts to ensure timely responses and follow-up. Draft and manage written correspondence, including recommendation letters, honorary degree letters, VIP invitations, and speaker invitations. Write presidential recommendation letters for alumni, former faculty/staff, and other friends of the College. Prepare PowerPoint presentations for the President's use at various events and meetings. - (Essential)
• 10% - Oversee Budgets - Prepare and maintain budget reports for the various budgets under the Office of the President. Reconcile credit cards, expense reports, and reimbursements for the President and Chief of Staff. - (Essential)
• 10% - Facilitate Presidential Fundraising - Partner with Institutional Advancement staff to facilitate presidential fundraising efforts. Manage donor correspondence, ensuring timely follow-up and communication. Coordinate travel arrangements related to fundraising events and activities. Work with IA staff to ensure that briefings are available for donor meetings and IA events so the President is adequately prepared. - (Essential)
• 10% - Oversee Logistics for Travel Plans - Coordinate travel schedules for the President and the Chief of Staff to ensure alignment with their priorities, including reserving hotels, airline tickets, rental cars, etc. - (Essential)
• 5% - Prepare Materials for Presidential Meetings - Gather necessary materials for meetings, including resumes, agendas, briefings, and notes. Prepare parking information for meetings as needed. - (Essential)
• 5% - Additional Responsibilities and Duties - Monitor the President’s ongoing projects, including writing tasks and phone calls. Assist the Secretary of the Board as needed during and in preparation for Board and Board Committee meetings. Periodically organize the office. Assign tasks to and supervise student workers as needed. Order office supplies as required. - (Essential)

Minimum Qualifications

• Bachelor’s Degree in Business Administration, Communication, Public Administration or equivalent combination of education and experience.
• Five years of experience providing administrative support to a senior executive.
• 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.

Preferred Qualifications

• Experience providing administrative support to a senior executive in higher education.

EXPECTED HIRING RANGE:  $70,000/yr-$73,000/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.