Location
Los Angeles, CA | United States
Job description
The University of Southern California is one of the world's leading private research universities. An anchor institution in Los Angeles, a global center for arts, technology and international business, USC’s diverse curricular offerings provide extensive opportunities for interdisciplinary study and collaboration with leading researchers in highly advanced learning environments.
About Student Life:
Student Life at the University of Southern California works to provide the university’s over 47,000 undergraduate, graduate, and professional students the opportunity to reach their educational, personal, and professional aspirations. The mission of USC Student Life is to strengthen a culture driven by student well-being. To do this we:
- Support the individual student and student communities through the development of environments, services, and policies that reinforce shared strengths.
- Educate students to discover a deeper understanding of themselves and become change agents in the world.
- Engage students in transformative experiences to challenge their perspectives and become global citizens.
The Opportunity:
The Executive Assistant to the Vice President for Student Life plays an integral role on the Vice President’s Office Team. Reporting to the Chief of Staff to the Vice President, the Executive Assistant works closely with the vice president and chief of staff to implement the vision for the organization, prioritize weekly meetings and projects, and initiate movement on programs and services that impact all of USC Student Life. Student Life welcomes candidates with demonstrated ability to provide executive support and work collaboratively in a team environment, as well as a strong commitment to supporting students.
The ideal candidate will have:
- A commitment to quality and exhibit good professional judgment
- A meticulous attention for details and accuracy
- Exceptional communication skills, both written and verbal
- Experience working in a fast-paced, high-volume, executive office environment, performing administrative duties and providing support to executives.
- Strong time-management skills and organizational skills to address, prioritize and coordinate multiple projects, problems and activities concurrently
- Strength as a proactive problem solver with skills in problem identification and resolution
- A professional demeanor, confidence and willingness to adapt to changes and address challenges
Application Procedure:
- Please include a cover letter with your CV/resume. It can be added to the application at the same time/place you add your CV/resume.
Job Responsibilities:
- Manage the daily schedule of the Vice President and ensure the calendar reflects the Vice President’s key strategic and operational time management priorities. The work includes preparing daily calendar briefings; coordinating with staff, faculty, and students to organize meetings; and managing logistical support including agendas, materials, communications, space, catering, technology, etc.
- Complete administrative work for the Vice President, including expense reports, equipment purchases, vendor needs, travel arrangements, etc. Manage travel and purchasing logistics, as well as submitting financial/travel documents and receipts on behalf of the Vice President.
- Supervise the Front Office Coordinator who manages reception operations and a team of student staff providing customer service via in-person visitors, email, and phone.
- Assist the Chief of Staff in overseeing operations of Vice President's Office, including maintenance and repair of equipment and facilities; management of vendors, purchasing, internal requisitions, and purchase orders; maintenance of office supplies. Maintain current revisions to department and/or university policies and procedures. Maintain accurate, secure, and confidential records. Analyze department operations, prepare reports with recommendations for efficiencies.
- Manage administration activities for the Student Life Committee of the USC Board of Trustees including meeting logistics and communications.
- Triage, assign, and track responses to Vice President incoming phone and email correspondence. Assist in development, preparation and delivery of reports, publications, speeches, presentations, official correspondence, etc., as needed by Vice President.
- Lead administration activities related to the Vice President’s executive recruitments.
- Manage special projects on behalf of Vice President and Chief of Staff. Assist in planning and administration for committees and monitor progress toward completion of assigned tasks. Ensure that committee reports and recommendations are submitted in a timely manner.
- Contribute to a positive and inclusive environment that values differences by building and maintaining collaborative relationships with team members, peers, and partners.
- Perform other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
Minimum Qualifications
Minimum Education:
- Bachelor's degree
- Combined experience/education as substitute for minimum education
- Five years of experience in an executive support function reporting directly to a senior leader
- Supervising administrative operations of multi-faceted department
- Excellent written and oral communication
- Working collaboratively as part of a team
- Organizational skills to address, prioritize and coordinate multiple problems and activities concurrently
- Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
- Problem identification and resolution
- Proficiency with office productivity tools and an aptitude for learning new software and system
- Flexible team player, willing to adapt to changes and unafraid of challenges
- Ability to maintain confidentiality of information related to the company and its employees
- Human resource processes
Preferred Qualifications
- Master’s degree
- Seven years of experience in an executive support function reporting directly to a senior leader
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
The annual base salary range for this position is $85,000 - $92,000. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
USC is an equal-opportunity educator and employer, proudly pluralistic and firmly committed to providing equal opportunity for outstanding persons of every race, gender, creed and background. The university particularly encourages members of underrepresented groups, veterans and individuals with disabilities to apply. USC will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. Further information is available by contacting [email protected] .
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Minimum Education:
Bachelor's degree
Combined experience/education as substitute for minimum education
Five years of experience in an executive support function reporting directly to a senior leader
Job tags
Salary
