Executive Assistant 2

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.

Olé 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 moment’s 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.