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Executive Assistant

Company: Chapman University
Location: Orange
Posted on: January 15, 2020

Job Description:

Position Summary InformationJob Description SummaryServes as the administrative liaison between the Vice President of Campus Planning & Design and the campus and external communities. Manages the VP CP&Ds schedule and correspondence. Compiles and distributes materials and reports for assigned board committee. Coordinates the activities of the Office of the VP CP&D with discretion and professionalism. Acts as the primary contact person for internal and external constituencies on matters pertaining to the office. Researches, prioritizes, and follows-up on multiple issues and requests for information and meeting scheduling. Manages special projects. Attends meetings and takes meeting notes. Develops procedures to perform a variety of administrative dutiesResponsibilities

  • Serve as the primary point of contact and liaison on any matter directed to the Office of Campus Planning & Design by university and community constituencies, as well as external professionals and vendors.
  • Coordinate the operation of the Office of the VP CP&D; create appropriate filing systems, including paper and computer-based systems, create operational manual for the office and create a tracking system for vacation and absence schedules for direct reports to the VP CP&D.
  • Manage and prioritize communications (emails, phone calls) with discretion and independent judgment in addressing the concerns and requests within and outside of the Chapman community, including but not limited to members of the governing boards, major donors, prominent community members, academic leaders, administrative partners, external professionals and vendors.
  • Prioritize and manage visits and meeting requests for the VP CP&D based on knowledge of the complex calendar.
  • Review, prioritize and respond to incoming correspondence and paperwork, with discretion and efficiency.
  • Manage business operations for the office, including processing contracts and invoices, purchasing, expense reports and preparation of monthly reconciliation reports.
  • Communicate and work closely with Campus Planning staff regarding requests from VP CP&D.
  • Coordinate with FM staff on collaborative efforts and shared projects.
  • Facilitate critical projects and activities and track deadlines.
  • Gather, investigate and analyze specific issues affecting the office, independently develop and prepare non-routine response, reports and correspondence that can be sensitive and confidential in nature.
  • Participate in the development, preparation and delivery of reports, publications, speeches, presentations, official correspondence, etc.
  • Administer VP CP&Ds frequent travel schedules, arrangements and expenditure reimbursements.
  • Manage renewal of licenses and professional memberships of the VP CP&D.
  • Prepare meeting agendas and take minutes for meetings as requested.
  • Hire, on-board, train and supervise temporary and student employees, as directed and assigned by the VP CP&D.
  • Develop office procedures and maintain office and executive files in accordance to regulations, policies and procedure.
  • Compile and maintain the Campus Planning Project List and update folder.
  • Coordinate the compilation and distribution of board committee reports and provide support for board committee activities
  • Coordinate the assembling and distribution of board committee reports.
  • Provide support for board committee activities relating to the Real Estate, Building and Grounds Committee.
  • Record accurate meeting minutes, track and record board decisions, and obtain approvals on board minutes when needed.
  • Keep VP CP&D informed of upcoming deadlines and follow up items from board committee meetings
  • Research and participate in complex writing, reporting, and organizing projects for the VP CP&D, for a diverse set of high-level leaders at the university and professional organizations to which the VP CP&D belongs.
  • Research and collect data for special projects, or review data gathered by others for accuracy and thoroughness.
  • Prepare PowerPoint presentations as required
  • Assist in the preparation of annual report of the division.
  • Schedule meetings, create agendas, graphs and materials for affiliations the VP CP&D has an active leadership role in to include the Association of University Architects (AUA) and the Harvard Alumni Association (HAA).
  • Schedule WACUBO meetings, create agendas, graphs and materials while EVP/COO is an officer for WACUBORequired Qualifications
    • Bachelors degree or equivalent education or experience related to the duties and responsibilities specified.
    • A minimum of five years experience providing administrative support for professional staff, preferably at management level and preferably in higher education.
    • Experience coordinating logistics for meetings, events and travel arrangements
    • Demonstrated written communication skills to prepare, proof-read and edit clear, concise, and grammatically correct business correspondence.
    • Strong communication and interpersonal skills with the ability to interact with diverse individuals and groups at all organizational levels, both within and outside the University, with tact and diplomacy.
    • Strong time management and organizational skills to include the ability to multi-task and complete assigned duties in a timely fashion.
    • Accuracy with strong attention to detail
    • Ability to maintain a high level of confidentiality.
    • Ability to work independently, secure information/data, and make recommendations based upon the information/data gathered.
    • Strong analytical and problem solving skills, including the ability to formulate and communicate logical conclusions and recommendations.
    • Excellent telephone etiquette and the ability to take accurate, detailed messages.
    • Strong computer skills including Microsoft Office Suite and preferably Adobe In-DesignPosition Title: Executive AssistantPosition Type: StaffJob Number: 20170755Full or Part Time: Full TimeEmployee Status: RegularPosting Date: 01/10/2020

Keywords: Chapman University, Orange , Executive Assistant, Other , Orange, California

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