Sign in

Executive Assistant 2

Company:
VertiSystem
Location:
Palo Alto, California, United States
Posted:
June 13, 2019

Description:

CORE DUTIES:

• Coordinate the Dean’s activities, including management of a complex calendar, travel arrangements and associated logistics, as well as teaching support.

• Commit the Dean’s time to those requesting access based on an in-depth understanding of the Dean’s priorities, needs, and role within the university.

• Prioritize, plan, and/or oversee logistics for meetings and events with internal/external constituents to the university.

• This includes executive and senior level staff, donors, and government and judiciary officials.

• Serve as the Dean’s liaison, working collaboratively with varied SLS departments, University departments, and external organizations.

• This includes screening correspondence, answering multiple telephone lines, and keeping the Dean and the Associate Dean informed of all matters requiring attention in a timely manner.

• Provides support to students and visitors to the office, and is responsive to questions and concerns

• Oversee and manage multiple projects simultaneously.

• Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of the Dean and Associate Dean for Academic Affairs to ensure deadlines are met.

• Manage the work of the Administrative Associate and all other operational aspects of the Dean’s office in consultation with the Associate Dean for Academic Affairs.

• This includes taking responsibility for filing systems and ensuring all pertinent information and supporting materials are retained.

• Order supplies, letterhead and business cards.

• Compose correspondence; draft, review and edit documents.

• Compile materials needed for meetings and/or events.

• Process reimbursements, Pcard transactions, and other financial requests using Oracle.

• Other duties as assigned.

Requirements:

Minimum Education and Experience Required:

• Bachelor’s degree and 5 years of executive assistant experience (preferably in an academic setting) or combination of education and relevant experience.

Minimum Knowledge, Skills and Abilities Required:

• Demonstrated extensive high-level administrative experience supporting high level individuals.

• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.

• Contextual understanding of the Dean’s role within the university framework.

• Excellent verbal and written communication skills, including editing and proofreading.

• Excellent planning and organizational skills.

• Ability to take initiative and ownership of projects.

• Demonstrated ability to handle sensitive issues and maintain confidentiality.

• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.

• Ability to multi-task, adapt to changing priorities and meet deadlines.

• Must be a team player, detail oriented and able to work independently.

• Advanced computer skills and demonstrated experience with office software and email applications.