Executive Assistant (Administrative)

SUMMARY: Reporting directly to an Executive of West Coast University, American Career College or Catalysis, performs a variety of diversified and confidential secretarial and administrative support duties which require a range of skills and knowledge of organizational policies and procedures while maintaining a confidential environment.  Prepares meeting agendas, memos, presentations and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing and distributing minutes and reports; processes confidential and sensitive information in support of administrative activities, and serves as the primary liaison for executive and other senior management personnel.

 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: (Every effort has been made to identify the essential functions of this position.  However, it in no way states or implies that these are the only duties you will be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.)

 

• Complete administrative tasks including managing an active calendar of meetings; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; completing expense reports
• Produce documents (Powerpoint, Excel, Word, etc) with a high level of polish suitable for executive level review.  Demonstrate ability to take information and concepts and translate them into professional level documents. Preparation for excom meetings and senior management meetings including tracking action items.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Recommends appropriate course of action, referral, or response.
• Handle confidential material relevant to company operations, including preparation of executive level correspondences.
• Work collaboratively across departments to provide a bridge for smooth communication between the Executive's office and others; demonstrating credibility, trust and support with senior management staff. Maintain key relationships and communications internally and externally to ensure business needs are met.
• Build relationships crucial to the success of the organization, and manages a variety of special projects for the Executive, some of which may have organizational impact.
• Plan, coordinate and ensure the established Executive's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive's time and office. Manage and maintain executive calendars and meetings and resolve scheduling conflicts.
• Communicate directly and on behalf of the Executive with others on matters related to the Executive's initiatives and objectives.
• Work closely and effectively with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the Executive's ability to effectively lead the company.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Drive efficiency and continuous improvement in all tasks
• Adhere to code of conduct and all compliance policies and acts as a role model in such situations
• Assist in coordinating the agenda of team meetings and off-sites. Organize and support special events and staff meetings. Partner with other Assistants to ensure everyone has what they need from a logistics and preference standpoint for all meetings.
• Create, edit and complete first drafts for written communications (Word, Powerpoint, Excel, etc) for both internal and external stake holders
• Leverage technology and creative resources to achieve results
• Provide project support to department leaders as assigned and perform special projects as needed.
• Perform additional duties as necessary

 

EDUCATION:

Bachelor's Degree or some college course work in accounting, administrative and personnel management, and data processing preferred.

 

KNOWLEDGE/EXPERIENCE:

 

• A minimum of three years' experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which at least two years involved administrative support work in an executive/senior management office for an academic or business office environment preferred.  
• Experience supporting multiple executives preferred
• Ability stay calm under pressure and help find solutions when needed
• Proficiency in Microsoft Office Suite
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, both internal and external
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Be a highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Think critically and actively seek opportunities and propose solutions for both short and long-term objectives
• Motivated, reliable self-starter who takes a proactive approach.
• Proven experience prioritizing responsibilities effectively.
• Experience interacting with c-level executives and board members.
• Evidence of displaying an entrepreneurial approach to task management.  Ability to take control and manage tasks independently to closure.

 

 

qualifications/Skills:

(Every effort has been made to identify the essential skills/qualifications of this position.  However, it in no way states or implies that these are the only skills/qualifications you will be required to perform.  The omission of specific statements of skills/qualifications does not exclude them from the position if the work is similar, related, or is an essential skill/qualification of the position.)

 

• Ability to manage and maintain issues/information in a highly confidential nature exercising professional tact and diplomacy.
• Ability to multi-task and prioritize; demonstrate excellent organizational skills; follow through and attention to detail.
• Ability to work independently, use initiative, and make substantive decisions quickly.
• Ability to exercise good customer service skills.
• Ability to demonstrate strong professional written and verbal communication and interpersonal skills.
• Ability to self-direct, self-pace, multi-task and function well under pressure of deadlines and conflicting priorities.
• Ability to work with individuals at all levels of the organization.
• Ability to manage and work effectively in a highly ethnic and culturally diverse student and associate community.
• Willingness to work a flexible schedule.
• Ability to exercise good judgment.

 

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