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Executive Assistant
1 month ago
The University of Southern California (USC) is seeking a highly motivated and detail-oriented Executive Assistant to join its team. As a key member of the Alumni Association, you will provide high-level administrative support to the Associate Senior Vice President of Alumni Relations and serve as one of the faces of the USC Alumni Association.
Responsibilities:- Manage the Alumni Association's Executive Office and provide key administrative support to the Associate Senior Vice President, including calendar management, travel arrangements, expense reimbursements, and daily task management.
- Personally manage and report on special departmental projects assigned by the Associate Senior Vice President.
- Coordinate all administrative aspects of the USC Alumni Association Board of Governors, Alumni Presidents Council, and selected volunteer leadership groups.
- Anticipate the needs of the ASVP and the Alumni Relations team, seeing around the corner to address potential issues before they arise.
- Manage front-line communications by answering phone calls and welcoming in-person visitors, ensuring a professional and friendly experience for all alumni, students, and guests.
- Serve as a resource to others on departmental and university procedures or in the resolution of moderate to complex problems or issues.
- Compose and produce a variety of business correspondence, reports, confidential documents, and related materials.
- Research and gather data for department reports, conduct preliminary analysis, and recommend report content and format.
- Screen and prioritize incoming calls, determining what contact or action is required for satisfactory disposition.
- Manage meeting room space, order office supplies, and customized products as needed.
- Implement proactive measures to ensure smooth operations and effective problem resolution.
- Bachelor's degree.
- 5 years of executive assistant or administrative assistant experience supporting multiple people.
- Keen organizational skills with strong attention to detail.
- Ability to effectively handle multiple and overlapping tasks to ensure timely completion within established timelines.
- Positive communication and interpersonal skills.
- Mastery of Word, Excel, PowerPoint, and Outlook, including extensive calendaring.
- 7 years of executive assistant or administrative assistant experience supporting multiple people and priorities.
- Familiarity with Salesforce and Concur.
- Demonstrated experience in high-level project management, including managing complex projects with multiple stakeholders, tracking deadlines, and ensuring successful completion.
- Previous experience supporting or managing board activities, including preparing materials, organizing meetings, and facilitating communication between senior leadership and board members.
- Proven ability to anticipate the needs of high-level executives, with experience in managing calendars, prioritizing tasks, and proactively addressing potential issues or challenges.
The University of Southern California offers excellent benefits, including health benefits for staff and their family, eligibility for retirement plans with employer contributions, tuition benefits for staff and their family, and free professional development online courses.
USC is a smoke-free environment and an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy.
