Executive Assistant ll

Chapman University Careers•Irvine, CA

About The Position

Provides a broad range of executive level administrative support to the Vice President of Campus Planning and Design (VP CP&D). In a professional capacity, serves as a proactive problem solver with exceptional communication skills, meticulous attention for details, and ability to exercise discretion and independent judgment. Serves as the primary point of contact between VP CP&D and the campus and external communities. Manages the VP CP&D’s schedule. Researches, prioritizes and follows up on multiple issues and open items addressed to the higher level executive. Provides support for, and prepares materials related to, Board-level committee activities. Manages the operational aspects of the office on a day-to-day basis, ensuring that the Office of CP&D runs in an efficient, responsive, and accurate manner. Coordinates the activities and manages operations of the Office of CP&D, including hiring and schedules of student assistants, handling expenses, and tracking operational budget. Receives and responds to communication, provides information, and directs questions and requests. Manages special projects as assigned. Ensures that projects, duties and responsibilities of the office are carried out in a responsive and service oriented manner. Develops procedures for the division. Performs other duties as needed.

Requirements

Bachelor’s degree or equivalent education or experience related to the duties and responsibilities specified.
A minimum of five years experience in providing administrative support for professional staff, preferably at management level and preferably in higher education.
Experience in coordinating and executing logistics for meetings, events and travel arrangements.
Strong written communication skills to prepare, proof-read and edit clear, concise, and grammatically correct business correspondence, notes, messages, and meeting minutes.
Excellent customer service and interpersonal skills with the ability to foster effective relationshiops and to work 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. This includes the ability to work on several tasks during the same time period; to prioritize responsibilities and tasks; to respond to shifting responsibilities and a dynamic work environnent; to anticipate and to complete assigned duties in a timely manner.
Strong attention to detail and accuracy.
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.
Strong computer skills to use word processing, spreadsheets, presentations, internet searches, including Microsoft Office Suite applications, and preferably Adobe suite.
Technical skills to learn and to use enterprise systems needed for the position.
Basic accounting skills to complete basic financial forms, track expenses and reconcile expense reports.
Experience in interacting and supporting board members.

Nice To Haves

7 years preferred.

Responsibilities

Provide executive level administrative support
Serve as the primary point of initial contact on any matter directed to the Office of CP&D by university and community constituencies, as well as by external professionals.
Maintain the VP CP&D’s complex calendar with all associated details, arrangements and confirmations; prioritize and manage visits and meeting requests for the VP CP&D based on knowledge of the complex calendar.
Review, prioritize, respond to, redirect and/or otherwise manage and resolve communications, correspondence, and requests with discretion, good judgment, efficiency and completion; address the concerns and requests within and outside of the Chapman community, including but not limited to members of the governing boards, prominent community members, academic leaders, administrative partners, external professionals and vendors.
Participate in the development, preparation and delivery of reports, presentations, and official correspondence.
Administer VP CP&D’s frequent travel schedules, arrangements and expenditure reimbursements.
Manage renewal of licenses and professional memberships of, as well as conference attendance by, the VP CP&D.
Prepare meeting agendas, take minutes for meetings as requested, and create an appropriate system for tracking and closing out follow-up items.
Maintain executive files in accordance to regulations, policies and procedure.
Establish and maintain contact with divisional staff, associated divisions, membership organizations, and other key administrators with whom the VP CP&D works closely.
Maintain high level knowledge of the university organization and campus activities in order to support the VP CP&D’s Senior Staff role.
Develop and prepare non-routine responses, reports and correspondence that can be sensitive and confidential in nature.
Manage Operations of the Office of Campus Planning and Design
Manage divisional operating budget for the office, including processing invoices; handling expenses, preparing expense reports; preparing monthly tracking and reconciliation reports; assisting in the annual preparation of divisional operating budget.
Communicate and work closely with VP CP&D’s direct reports regarding requests from VP CP&D track and communicate open items and deadlines.
Manage special programs as directed by VP CP&D, some of which have university-wide impact.
Facilitate routine and special office activities, including monthly team meetings, quarterly special team activities, seasonal activities, and annual team retreat.
Hire, on-board, train and supervise temporary and student employees, as directed and assigned by the VP CP&D.
Maintain the CP&D divisional calendar, and create tracking system for vacation and absence schedules for CP&D staff.
Coordinate with FM staff on collaborative efforts and shared activities.
Gather, investigate and analyze specific issues affecting the office; communicate with discretion and in a timely manner.
Develop office procedures and protocols; create and maintain operational manual for the office, including emergency contacts and protocols.
Collaborate on CP&D website content and maintenance.
Maintain appropriate and organized paper and electronic office filing systems in accordance to regulations, policies, and best practices.
Participate in various committees and professional organizations.
Initiates and organizes activities and materials related to Board-level work and provide support to the VP CP&D for Board-level committee activities and responsibilities
Communicate effectively and work closely with representatives from offices and individuals that handle matters relating to the specific assigned board committee, in order to obtain necessary information and to facilitate meetings.
Provide support for the VP CP&D’s activities related to the Real Estate and Campus Development Committee, including all meeting arrangements; calendaring; timely preparation of meeting notices, agendas; committee contact lists; coordination of board committee meeting materials and their distribution.
Record accurate meeting minutes, track and record board committee decisions, and obtain approvals on board minutes per approved procedures.
Keep VP CP&D informed of upcoming deadlines and follow up items from board committee meetings.
Prepare projects and reports for the VP CP&D, for a diverse set of high level leaders at the university and for professional organizations to which the VP CP&D belongs.
Research and collect data and background information for special projects, reports, and presentations, or review data and information gathered by others for accuracy and thoroughness.
Prepare PowerPoint presentations.
Assist in the preparation (writing, organizing and delivering) of annual report and annual goals of the division.
Schedule meetings, create agendas, graphs and materials for VP CP&D’s active leadership roles.