Executive Assistant

Job Description:

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Executive Assistant (EA) provides administrative oversight for the Provost, including the coordination of communications and pertinent data among a group of the Provost's subordinate management staff. Performs and/or oversees special projects or assignments that are sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the Provost on matters of significance.


The principal responsibility of the EA is to support the Provost in scheduling, meeting preparation (e.g. briefings), and logistics. Includes managing the weekly calendar and adjusting to accommodate shifting priorities. The EA reports directly to Provost. The EA also manages Provost Office procurement activities and the Provost Office listservs (e.g. program chairs and Provost Division lists) and contact lists. Other duties include preparation of submission of travel and entertainment reimbursement requests for the Provost, exceptional approval requests (submitted by departments), sabbatical data management, core faculty contract process in collaboration with the Vice Provost and other divisional AP and/or finance work as assigned.


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 and must present the highest level of professionalism and integrity at all times.


ESSENTIAL DUTIES AND RESPONSIBILITIES

Management of Executives' Schedule and Meeting Coordination

• Manage all aspects of the Provost's schedule, including but not limited to calendaring large and complex meetings with internal and external stakeholders, tracking meeting requests and commitments, communicating efficiently and punctually with meeting participants and support staff, and coordinating meeting logistics and facilitating travel arrangements.
• Serve as the first point of contact for the Provost and function as the facilitator and/or gatekeeper, prioritizing issues according to urgency and anticipating needs.
• Respond to routine inquiries from faculty, staff, students and the public on behalf of the Provost and forward situations/issues presented by staff, faculty, and external constituents to appropriate senior administrators as needed.
• Provide planning and logistical support for meetings, retreats, travel, and events including scheduling, participant communication and interface, organizing travel, maintaining distribution lists, updating website information as it pertains to leadership lists, the Provost's profile, and the office, making room reservations, arranging for catering, prepping and distributing materials, AV support, student assistant oversight, and related tasks.
• Take meeting notes at leadership meetings and department chair meetings.

Executive Support Functions

• Manage the Provost's to-do list, provide daily briefings, advise on priorities and deadlines and track status of pending issues.
• Have regular check-in meetings with Provost and prepare agendas with status updates and action items in advance.
• 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.
• Independently investigate issues and problems; gather and compile information from departments and prepare summary reports.
• Provide talking points and briefing materials for the Provost for various projects.
• Review materials prepared by others for the provost's review or signature, obtain provost approval and signature, scan, record and file as appropriate.
• Establish and maintain strong working relationships with all levels of constituents, both internal and external to the University, which requires a high level of discretion and diplomacy.

Division Support Functions

• Coordinate with Vice Provost, Dean of Faculty, and academic units to support academic personnel communications and planning, including chair appointments (e.g., timelines, polling processes, appointment letters, and related coordination).
• Holds the office credit card and coordinates procurement activities for the dean's office.
• Supports planning of divisional events (e.g., divisional welcome, student welcome, annual retreat) in partnership with development and other divisional staff.
• Performs and/or coordinates special projects independently, and/or as a member of a team.
• Other duties as assigned by the Executive Dean, Deans and/or members of the Divisional team as deputized by the Dean.
• Maintain Provost Division external website and internal SharePoint.
• Organizes and manages events and programs for the Office of Provost. Organizes and assists with assigned Faculty Governance committees
• May supervise work-study students and other temporary staff.
• Perform other duties as assigned.

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.
• Demonstrated proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Office 365 (Teams, OneDrive, etc.), and Adobe

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

Hybrid position with a minimum of 2-3 days onsite.



Additional Information:

WAGES AND BENEFITS

Annual salary of $92,000-$96,000 and includes 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

At the California Institute of Integral Studies (CIIS), we are dedicated to fostering a culture of inclusion and belonging, guided by our Seven Commitments. We value the diverse experiences, perspectives, and identities within our community and strive to create and maintain environments that are inclusive, equitable, accessible, and welcoming for all.

As an Equal Opportunity Employer we are committed to providing an open, fair, and non-discriminatory environment for all individuals, in accordance with all applicable federal, state, and local laws. This commitment extends to all aspects of employment, including recruitment, hiring, promotion, compensation, benefits, training, and other terms and conditions of employment.

CIIS actively seeks to recruit and retain individuals who bring a broad range of cultural backgrounds, languages, and life experiences that enhance our institutional mission and values.



Application Instructions:

Screening begins immediately and will continue until the position is filled. Using the Apply Now link, please submit a Resume and Cover Letter online.


URL: California Institute of Integral Studies