Executive Assistant to the President

  • Santa Clara University
  • Santa Clara, CA, USA
  • May 05, 2022
Full time, Direct Hire Admin-Clerical

Job Description

Position Title:

Executive Assistant to the President

 

Position Type:

Regular

 

Pay Frequency:

Hourly

 

A. POSITION PURPOSE

 

In alignment with the University's mission and vision, the Executive Assistant (EA) to the President is responsible for a full range of executive support and administrative functions for the President. The EA’s responsibilities include providing calendar management; meeting and event coordination; file management and mail processing; meeting and event support and coordination; general administrative support and special assignments for the President of the University. The incumbent serves as a liaison between the President and other constituencies both internal and external and is responsible for the full range of executive support to the President. The incumbent must be able to work independently with little supervision.

 

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

 

a. Effectively manage and coordinate calendar, travel, events, and related arrangements for the President:

  • Assist with managing the time of the President through effective management and coordination of President's calendar, screening appointments, meetings, and events as necessary.

  • Schedule appointments and meetings for the President.

  • Maintain daily appointment, trip, and tickler flies for the President.

  • Keep the President on schedule and informed of meetings, appointments, deadlines. and other matters.

  • Prepare and/or maintain background information for the President for both internal and external appointments and meetings, including boards on which he serves and trips the President takes.

  • Make travel and accommodation arrangements as needed; confirm transportation, lodging, car rental, etc.

  • Manage materials and information related to the President's schedule, to include gathering and providing relevant and updated information and materials in advance of meetings.

  • Monitor, respond to, and distribute incoming communication as appropriate.

 

b. Process Mail and Manage Files of the Office of the President.

  • Open and date stamp all incoming mail;

  • Provide initial sorting of mail and other office correspondence for Chief of Staff to the President to review with the President.

  • Distribute mail to other University departments as appropriate.

  • Manage confidential records and establish general filing and retrieval systems for hard copy files in the Office of the President, including Board of Trustee files.

  • Maintain a systematized filing system, and file documents timely manner following established systems.

  • Conduct annual file review and clean up, identifying materials to be discarded or sent to Archives; prepare Inventory list of files to be sent to Archives.

  • Review the SCU President email account twice a day.

  • Manage and prepare responses for review by the President to emails received in SCU President email account.

 

c. Schedule and coordinate meetings and events hosted by the Office of the President.

  • Schedule rooms/venues, media and tech support, hospitality including food and beverage service, and related services as needed for President-sponsored meetings and events; events include but not limited to State of the University, Convocation, and President’s Leadership Retreats.

  • Coordinate invitations to program speakers and entertainment for events as needed.

  • Coordinate and ensure program scripts for events are finalized, as needed.

  • Provide support for Commencement ceremonies as assigned.

  • Provide support for Board of Trustees meetings as requested.

 

d. Provide general administrative support for the President

  • Manage the President's correspondence, whether by letter, email or other means.

  • Proofread and prepare letters, e-mail messages, reports, and materials needing President's signature prior to placing them before the President.

  • Receive and interact with incoming visitors as well as respond to inquiries and make referrals as appropriate.

  • Provide back up for incoming telephone calls to the President's Office.

  • Perform faxing, photocopying, and related services as needed.

  • Provide support for processing facilities and information technology work requests associated with the office

  • Process invoices and reimbursements on behalf of the President.

  • Update and manage the on-line Presidential Request form, to include updating the form, coordinating with the President, calendaring and communicating with individuals making requests.

  • Coordinate the use of the President's Conference Room, the President's Dining Room and the Executive Conference Room in St. Joseph's Hall.

e. Manage and maintain Office of the President guest houses including scheduling, preparation for guest visits and coordination with facilities on maintenance requests.

 

f. Special Assignments

  • Produce special reports using complex formats, spreadsheet and database software

  • Research topics and extract information from the Internet and Benefactor system as required

  • Prepare as requested presentation materials (e.g. overheads, charts, Power Point slides, etc.)

  • Update and maintain the President's personal Christmas card mailing list.

 

g. Other duties as assigned.
 

C.   PROVIDES WORK DIRECTION

  • May supervise student assistants.


D.   QUALIFICATIONS

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment and to promote and contribute to an inclusive and respectful workplace. 

 

1. Knowledge

  • Strong understanding of Santa Clara University's Catholic identity and Jesuit educational mission and a commitment to further its vision, mission, and values.

  • Experience in developing communications and handling sensitive correspondence.

  • Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.

  • Diplomacy and tact.

  • Team oriented and willingness to take initiative and be flexible,

  • A thoughtful listener, strategic thinker, and strong communicator.

  • Attention to detail.

 

2. Skills

  • Excellent planning, organizational and time management skills

  • Excellent writing, editing, and communication skills

  • Excellent interpersonal skills

  • Professional, customer service-oriented demeanor

  • Diplomacy and tact

  • Team oriented with a willingness to take initiative and be flexible

  • A thoughtful listener, strategic thinker, and strong communicator 

  • Attention to detail

 

3. Abilities

  • Demonstrated ability to prioritize, meet deadlines, and maintain a high level of performance.

  • Demonstrated ability to maintain a high degree of confidentiality and use discretion

  • Demonstrated ability to work as part of an office team

  • High degree of proficiency with Microsoft Office and Google Workspace Apps

  • Ability to comfortably interface with on Jesuit Community, campus departments, faculty, non-profit community, industry executives/CEO's.

  • Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, a customer service orientation and excellent interpersonal

  • Acumen to handle complex situations and multiple responsibilities simultaneously mixing long term projects with the urgency of immediate demands on the operations;

  • Agility and inclination to advance complex projects and solve problems collaboratively, coupled with the willingness to act resourcefully, authoritatively and resolutely.

 

4. Education and/or Experience

  • Bachelor's Degree required or equivalent related experience

  • Minimum of 5 years of directly related experience at the Executive Assistant level  

 

E.   PHYSICAL DEMANDS


The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.  A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

 

  • Considerable time is spent at a desk using a computer terminal. 

  • May be required to travel to other buildings on the campus.

  • May be required to occasionally travel to outside customers, vendors or suppliers. Must have valid driver’s license.

  • May be required to take class/test to operate golf cart.

  • May at times require physical labor.


F.   WORK ENVIRONMENT
 

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

  • Typical office environment.

  • Mostly indoor office environment with windows.

  • Offices with equipment noise.

  • Offices with frequent interruptions.

 

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

 

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, jrelliot@scu.edu , www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR). 

 

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

 

Americans with Disabilities Act

Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.

 

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

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