Executive Assistant

As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture. At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others. Although geographically we are two campuses, as humanists we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference. Position Title Executive Assistant Position Control Number 999535 Type of Position Administration Position Status Full-time Department 1701-College of Veterinary Medicine Campus Western University Campus-Pomona, CA Position Location California Job Summary The Executive Assistant provides high-level support to the College of Veterinary Medicine Dean and leadership team. This position plays a vital role in ensuring the smooth and efficient functioning of the leadership office. The Executive Assistant exercises sound judgment, demonstrates a level of professionalism, maintains confidentiality, and contributes to the effectiveness and efficiency of the College’s leadership team. Knowledge, Skills and Abilities Superior computer skills necessary to establish and maintain filing and data systems. Must be able to create and format documents in Microsoft Office. Must be a self-assured, experienced leader who is able to interact with senior executives, anticipate potential problems, and initiate solutions in concert with the Dean and leadership team. Must be able to initiate correspondence in support of the Dean and/or leadership team responses. Must be able to manage a crisis with upset customer or calm a faculty member or student. Must be able to prioritize and schedule meetings for resolution of problematic issues on a broad scale. Excellent verbal and written communication skills. Ability to interact with administration, faculty, and students in a highly responsive and professional manner, be culturally sensitive and maintain confidentiality. Ability to compose non-routine correspondence in an independent manner is essential. Must be able to work in a fast-paced environment and be flexible in job assignments. Must be able to compose accurate minutes from a variety of strategic and routine meetings. Demonstrate a commitment to working in an organization that values and promotes humanism. Required Qualifications Education: Experience: 3-5 years prior executive administrative experience Preferred Qualifications Key Responsibilities (requires detailed understanding of college functions and procedures) Key Responsibilities Manage complex calendars, schedule meetings, and coordinate travel and event logistics for the College Dean and leadership team. Coordinate and secure comprehensive travel logistics to include itineraries, transportation, and accommodations for the College Dean, leadership team and visitors for the College. Coordinate college functions, meetings, events, as assigned, including coordination of facilities, travel, catering, materials, etc. Draft, edit and proofread documents, correspondence, reports, and presentations with a high degree of accuracy and professionalism. Track and support time-sensitive projects and institutional reporting requirements, ensuring timely submission and follow through. Maintain organized filing systems – digital and physical – for easy access to records, reports, and institutional documents. Serves as primary point of contact for internal and external communications, responding on behalf of leadership as appropriate. Facilitate communication and coordinate meetings with senior management deans, faculty, staff, students, prospective students, community leaders, and constituencies, including preparing agendas, recording meeting minutes, and distributing follow-up communications. Serve as resource to others concerning departmental and University procedures or resolution of moderate to complex issues. Interacts with University offices facilitating communication and information exchange. Handle confidential information with discretion and integrity in accordance with college policies. Develop and implement comprehensive standard operating procedures and college level policies and procedures to ensure consistency, efficiency, and compliance. Research and gather data for college reports. Conduct preliminary analysis of data and recommend report content and file format for most effective documentation data. Supports the Leadership Team with arranging meetings, taking minutes, communicating with leadership team members, ensuring adherence to all appropriate policies and procedures, and sending out communications to faculty and staff. Supports the Promotion & Tenure Committee (P&T) with arranging meetings, taking minutes, communicating with members, ensuring adherence to all appropriate policies and procedures, and sending out communication to members of the committee. Provide support relating to the accreditation of the College of Veterinary Medicine, including communication with internal stakeholders, preparation of documents, material development, and coordinating logistics for site visits. Perform other duties as assigned. The University/College reserves the right to add or change duties at any time. Work Schedule Exempt position; typical work week is Monday-Friday, 8:00 AM to 5:00 PM. Occasional nights and weekends required. Benefits Competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits. Work‑life harmony is achievable within an environment that values student success, community engagement, and humanism. Culture of respect, equity, collaboration, and fun at all levels for all people. Expected Pay Scale Minimum: $70,304.00 annually Maximum: $70,304.00 annually Physical Demands The essential functions of this job may require lifting up to 25 pounds. The employee is frequently required to use hands to operate a PC and to sit, reach with hands and arms, and occasionally stand, walk, stoop, and smell. Specific vision abilities required include close, distance, and peripheral vision, depth perception, and the ability to focus. Work Environment Duties are normally performed in a typical office setting. The noise level in this setting is typically low to moderate. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions of the job. Posting Information Posting Number: A00988 Posting Date: 03/09/2026 Close Date: 03/09/2027 Open Until Filled: Yes Conditions of Employment – Background Check To secure employment, successful completion of a background check, including a criminal records check, may be required. Western University of Health Sciences will extend a conditional offer of employment, subject to rescission if the background check unveils disqualifying information or if it is found that the candidate deliberately withheld or misrepresented information. Non-completion of the background check to satisfaction may impact ongoing employment for the current employee who received a conditional offer. Pay Transparency Act Western University of Health Sciences is required to provide a reasonable estimate of the compensation range for this role. The expected pay scale is defined as the budgeted salary range the University reasonably expects to pay for this position. Placement within the range is determined by internal equity and relevant qualifications. Equal Opportunity Statement (EEO) It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion, gender identity, marital status, sexual orientation, disability (both physical and mental) including HIV and AIDS, medical condition, pregnancy, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within WesternU including, without limitation, hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training. WesternU makes hiring decisions based solely on qualifications, merits, and business needs at the time. Required Documents Resume Letter of Recommendation #1 Letter of Recommendation #2 Letter of Recommendation #3 Optional Documents Cover Letter Additional Applicant Document Supplemental Questions Required fields are indicated with an asterisk (*). * How did you hear about this employment opportunity? Please provide the name of the website, individual, or organization. Open Ended Question Contact Information 309 E. Second St., Pomona, CA 91766-1854, View phone number on click.appcast.io View phone number on click.appcast.io COMP-Northwest: 200 Mullins Dr., Lebanon, OR 97355-3983, View phone number on click.appcast.io CHS-Northwest: 2665 S. Santiam Highway, Lebanon, OR 97355, View phone number on click.appcast.io COMP-Northwest: View phone number on click.appcast.io CHS-Northwest: View phone number on click.appcast.io #J-18808-Ljbffr Western University of Health Sciences