Executive Assistant

divh2Executive Assistant/h2pCalifornia Western School of Law invites applications for the position of Executive Assistant in the Business Office. Reporting directly to the Chief Financial Officer (CFO), this role provides high-level, one-on-one administrative and operational support in a fast-paced, professional environment. The Executive Assistant serves as a key point of contact for both internal and external stakeholders, acts as a liaison to the Board of Trustees and senior management team, and plays a vital role in coordinating executive initiatives, outreach efforts, and special projects. This position requires a proactive, highly organized professional who can work independently, manage competing priorities, and handle sensitive and confidential matters with the utmost discretion./ppPrimary Responsibilities (includes but not limited to):/pullistrongExecutive Support/strong ulliManage day-to-day activities of the Business Office./liliAssist in the CFO in preparing and organizing committee meetings by preparing meeting materials, drafting correspondence and contacting members, taking minutes, and other tasks, as assigned./liliManage the CFOs calendar of meetings and appointments; arranging travel plans and itineraries; and compiling agendas, background information, and documents for each engagement as needed./liliWork closely and effectively with the CFO to keep them well informed of upcoming commitments and responsibilities, following up appropriately./liliAct as liaison with board members, vendors, faculty, staff, and others, on matters related to the Business Offices and CFOs initiatives./liliMaintain copies of all Board of Trustees committee meeting materials and minutes utilizing an appropriate retention methodology./liliPlan and coordinate events including arranging facilities, venue, equipment, catering, presentations, announcements, attendance and materials for committee meetings and quarterly Business Office staff development training events and team building activities./liliManage incoming calls and prioritize phone messages and visitors. Handle all calls and visitors with refinement, sophistication, and professionalism./liliOrganize and prepare expense reports including check requests, business expense reimbursements requests and corporate credit card support expense reporting and documentation./liliManage and maintain a centralized depository and filing system for contracts and agreements, insurance files, and financial policies and procedures for the school. This includes managing the storage room inventory and records management and purging items according to the schools records and retention policy./liliAssist with sorting and routing all incoming mail daily, post outgoing mail and assist with deliveries as needed./li/ul/lilistrongBusiness Office Support/strong ulliMaintain an accurate record of incoming receivables (checks) by logging them on the internal deposit log daily./liliAssist in addressing outstanding stale checks and providing supporting documents for the escheatment process including preparing, printing, mailing and emailing uncashed check notices monthly./liliOn a quarterly basis, work with the Marketing department to complete inventory counts to ensure the Business Office has accurate records of on-hand merchandise inventory./liliMaintain mailing lists and directories for multiple projects, agencies, and groups including internal directories./liliSupport the Associate Director, Student Accounts Budget with maintaining the CWSL Business Office website and student portal for Tuition Due Dates, Payment Options, Schedule of Charges, and Earned Tuition Schedule./liliServe as backup to the Student Accounts Assistant in processing and posting payments for tuition, fees, and miscellaneous charges./liliAssist in the preparation and review of monthly financial reports and dissemination to department heads as needed./liliGenerate month-end reports and complete month-end reconciliations as assigned./liliAssist with the preparation of the annual budget by scheduling budget review meetings, assisting with entering the monthly budget spreads into the general ledger and preparing budget guideline materials under the direction of the Associate Director of Student Accounts and Budget and CFO./liliParticipate in department meetings and other committees, groups, and task forces as assigned./liliParticipate in the interim and annual financial audit, internal audits, financial aid audits, in addition to agency audits as needed./liliWork with appropriate level of assistance, instruction and supervision./liliPerform, with team approach, other duties as assigned./li/ul/li/ulpMinimum Qualifications:/pulliBachelors degree required./liliMinimum of five (5) years of progressively responsible experience in a fast-paced, deadline-driven administrative support role./liliPrior accounting experience (12 years) preferred./liliEquivalent combinations of education and relevant experience will be considered./liliExperience in a higher education environment is a plus./liliStrong customer service orientation, with the ability to effectively navigate high-pressure situations./liliDemonstrated ability and genuine interest in working within a diverse community./liliProven ability to collaborate effectively while contributing creative solutions./liliHighly organized, with the ability to manage multiple priorities simultaneously while maintaining strict confidentiality./liliProfessional demeanor with strong interpersonal skills, sound judgment, and the ability to exercise tact and diplomacy./liliExceptional attention to detail and accuracy./li/ulpTechnical Skills:/pulliIntermediate level computer skills./liliIntermediate knowledge of computerized accounting systems (Microsoft Business Central a plus)./liliHighly proficient with Microsoft Office Suite, including MS Word, Excel, Outlook, and PowerPoint./liliKnowledge of effective email and internet search properties./liliAptitude for learning new technology./li/ulpCompensation: $75,000.00 - $80,000.00 Annual Salary/ppThe law school offers competitive benefits for eligible employees, including, but not limited to:/pulliGenerous employer contribution for Medical, Dental and Vision Insurance (depending on which plan/level the employee elects)./lili403 (b) Employer Retirement contribution of 8% (up to 8k per year) Fully and immediately vested./liliCompany Paid Life and ADD Insurance./liliPaid Long-Term Disability Insurance./liliFlexible Spending Plan./liliPaid Winter Fall Breaks/liliAdditional 10+ Paid Holidays/liliAccrued Paid Time Off/liliWellness Programs/li/ulpPerks:/pulliLittle Italy/Downtown location for convenient access to great restaurants and after-hour activities./liliFree on-campus parking facilities provided./liliEmployee engagement events are held both virtually and on-campus./liliOn-Campus Convenience Store./liliComplimentary bottomless Specialty Coffee./liliUse of on-campus Law Library facilities./li/ulpResume and Cover Letter Required./ppComplete an application through the CWSL Career Center website at workforcenow.adp.com or visit our website at CWSL.edu and search Current Job Openings./ppAbout us:/ppEstablished in 1924, CWSL is an ABA accredited and AALS member, non-profit law school located in downtown San Diego, California. CWSL has the distinction of being San Diegos oldest law school. CWSL is the recipient of numerous community service awards, including the State Bar of California Presidents Pro Bono Service Award, and the federal governments Presidents Higher Education Community Service Honor Roll. The law school is also home to numerous outstanding programs, including the Innocence and Justice Clinic, Community Law Project, and New Media Rights Program. The faculty are dedicated to teaching, research, and service to the community. Detailed information is available at Western School of Law is committed to using the law to prevent and solve human and societal problems. In conjunction with our mission - to train ethical, competent, and compassionate lawyers, representative of our diverse society and equipped to use the law effectively and creatively on behalf of all members of society - we value a rich diversity among our students, alumni, faculty, and staff, as well as in the larger communities of which we are a part./ppThe law school is an Equal Opportunity Employer dedicated to excellence through diversity. The law school provides reasonable accommodations to qualified applicants with disabilities upon request./p/div