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Executive Assistant

Company: California Institute of Integral Studies
Location: San Francisco
Posted on: May 16, 2022

Job Description:

Location: San Francisco, CA Category: Staff Positions Posted On: Wed May 11 2022 Job Description: The Executive Assistant provides administrative support to the Provost and plays a crucial role in supporting the efficiency and effectiveness of the provost's office. They must be an effective, professional and diplomatic liaison from the provost to a variety of audiences including University leadership, faculty, staff, alumni and other constituents. They will maintain a high level of confidentiality and discretion while serving in this role. This employee must be able to multi-task and prioritize many competing deadlines and timelines. Attention to detail and accuracy are essential to success in this position. The individual in this position must demonstrate a commitment to the principles of inclusive excellence.

The Provost's office is seeking an Executive Assistant with outstanding communication and management support skills to provide faculty and staff service, fiscal, clerical and general office assistance, using good judgment, discretion, and independent initiative, as needed. The Executive Assistant supports the Provost, and also interacts with the President, other Vice Presidents, and the College's academic leadership team, students, faculty, staff, as well as members of the public and must present the highest level of professionalism and integrity at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provides high-level administrative assistance to the executive, including responsibilities such as managing a complex calendar, composing correspondence, and developing presentations. Uses expert judgment in prioritizing meetings and commitments.Independently collects information, conducts research, and prepares materials for use in discussions/meetings of the executive, other staff, and outside individuals or for decision-making purposes.Review materials prepared by others for the provost's review or signature, obtain provost approval and signature, scan, record and file as appropriate.Coordinate with the provost and take appropriate action on items resulting from meetings, communications, and other opportunities.Research and monitor pending issues for follow-up and develop agendas for future meetings.Monitor expenditures and keep accurate expense records for the provost; reconcile and submit monthly expense reports through Concur, identify and resolve any discrepancies.Draft, edit, and disseminate communications on behalf of the provost, addressing concerns received through the general provost office email. Proof, draft, edit, and send emails to the community or specific groups within the University. Manage with discretion and tact telephone calls and emails, meeting requests, visitors and incoming/outgoing mail for the provost. Determine their nature, handle personally, or refer to others as appropriate.Organizes and manages events and programs for the Office of Provost.Serve as a team member in the Office of the Provost. Assist Office of the Provost staff with administrative support on special projects and events in a timely and accurate manner. Provide office coverage for phones, visitors and other administrative duties. As requested, attend special events to greet guests and provide a warm welcome to visitors.May supervise work-study students and other temporary staff.Perform other duties as assigned. Job Requirements:MINIMUM QUALIFICATIONS

Bachelor's Degree for an accredited institution in an appropriate area of specialization.Five years of professional full-time experience as an executive assistant or administrative assistant to a senior management level position.Any appropriate combination of relevant education, experience, and/or certifications may be considered.Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).

KNOWLEDGE, SKILLS, and ABILITIES

Excellent interpersonal and organizational skills and the ability to prioritize.Outstanding customer service ethic with the entire range of constituents that interact with the Provost's office.Excellent verbal and written communication skills.Ability to perform and communicate in a highly professional and effective manner in a rapidly-changing environment.Ability to work with and process confidential information with discretion and sensitivity.Ability to exercise initiative, judgment, and problem-solving skills to complete work, take responsibility and make decisions based on solid analysis and interpretation.Ability to relate and work effectively with University employees, faculty, students, and the general public in a collegial, cooperative, and respectful manner.Demonstrated proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Office 365 (Teams, OneDrive, etc.), and AdobeAbility to maintain effective working relationships within the office as well as with other academic and administrative divisions.Ability to coordinate, delegate, and implement assignments to meet deadlines.Ability to work in a multicultural environment and to interact effectively with a broad spectrum of internal and external constituents.Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes equity and inclusion.Problem-solving skills are required in discerning when and how to re-route or solve issues that can be handled at a lower level first and knowing when issues need the immediate attention of the Vice President. Additional Information:ENVIRONMENTAL DEMANDS

Occasional work performed alone with ability to work remotely from time-to-time. Collaboration and constant work around and with other people.

PHYSICAL ABILITIES

This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience, and tact to perform the essential functions.

LOCATION

FLEX work schedule.

WAGES AND BENEFITS

Wages are commensurate with skills and experience and may include a competitive benefits package.

NOTES TO CANDIDATE

Working Conditions - Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.Background Check - Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.Visa Sponsorship - Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.Relocation Assistance - This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

CIIS strives to cultivate and preserve a culture of inclusion and belonging as part of its Seven Commitments. More than accept difference, we honor and celebrate our staff's diversity of experiences, perspectives, and identities. Together, our community creates and maintains working and learning environments that are inclusive, equitable, accessible, and welcoming.

CIIS is proud to be an equal opportunity employer. We are committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation, and inclusion of U.S. historically under-represented people of color, international, bilingual, and bicultural students, faculty, and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI+). CIIS is committed to compliance with all fair employment practices regarding citizenship and immigration status. PI177822343

Keywords: California Institute of Integral Studies, San Francisco , Executive Assistant, Other , San Francisco, California

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