Executive Assistant

2 days ago

Oakland, California, United States Khoury College Full time

About the Opportunity

Summary:

The Executive Assistant will serve as the primary point of contact for all essential matters pertaining to the Vice Chancellor Student Life (VC) and act as a liaison with senior leaders, external partners, and other stakeholders. This position supports the operational function of a busy and high-profile office, involving a comprehensive range of administrative duties to ensure overall efficiency of daily operations in the Vice Chancellor's office and unit. This includes, but is not limited to, managing calendars and travel arrangements for the VC and senior staff, actively coordinating across a variety of platforms, analyzing material to compose summaries, reports, presentations, etc., overseeing administrative projects as part of the Student Life team, and handling the financial tracking and reporting of the VC's budgets. This position requires a professional manner in all communications (telephone, e-mail, written correspondence) and in-person contact, as the Executive Assistant will communicate on substantive matters with internal and external constituents, including senior university administrators, faculty, staff, students, and parents.

Key Responsibilities:

  • Provides administrative support for the VC of Student Life and coordinates a high volume of demands for leadership time by prioritizing requests and demonstrating significant independent judgment in identifying and resolving potential conflicts.
  • Supervises a Student Life Office manager who manages the master calendar of events and provides administrative support to the student life division senior managers and division initiatives.
  • Oversees budget management for the department, including creating financial reports to analyze overall spending, providing monthly forecasts, and resolving discrepancies.
  • Works with the VC of Student Life on special projects and assignments, advancing and monitoring project progress, identifying, reviewing, tracking, and ensuring deadlines are met.

Requirements:

Bachelor's degree and 5 years of administrative experience required. Must be detail-oriented, able to perform a variety of tasks, able to work with confidential information, and prioritize tasks and demands. Have 1-3 years of experience working with professional presentations and reports, including fiscal and research-related materials. Must be able to work and make decisions independently, exercise discretion and good judgment in areas of responsibility, communicate professionally and effectively with people at all levels of the organization, and with external constituents. Proficiency in Microsoft Office Suite—especially Excel, Word, PowerPoint, and Outlook, Teams—and a high level of comfort working with technology are musts. This office is extremely busy and requires an individual with proven experiences in handling confidential materials, multi-tasking, and handling sensitive situations in a calm, thoughtful, and professional manner. Have strong leadership, management, and decision-making skills. Strong proofreading, attention to detail, and follow-through skills are essential, as well as flexibility, a positive attitude, and the ability to work efficiently in a busy environment while handling multiple priorities.

Expected Hiring Range:

$65,360 to $83,335 based on the position's responsibilities and scope.

Position Type

General Administration

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