Search by Keyword or Location


Executive Assistant

Apply now Job no: 496122
Work type: Regular
Location: Malibu Campus
Categories: Executive Assistant, Human Resources

Provide general office support for the Chief Human Resources Officer. Provide first level of service on the phones and handling inquiries and directing all incoming calls to the appropriate party promptly and efficiently. Manage a large flow of correspondence; review incoming mail; draft letters and reports; edit and proof materials; organize and maintain lists and databases; maintain files; research and prepare materials on pertinent topics; order office supplies. Maintain a recurring administrative calendar and coordinate timing of action items for time sensitive projects.

Duties

  • Provide general office support for the Chief Human Resources Officer. Provide first level of service on the phones and handling inquiries and directing all incoming calls to the appropriate party promptly and efficiently. Manage a large flow of correspondence; review incoming mail; draft letters and reports; edit and proof materials; organize and maintain lists and databases; maintain files; research and prepare materials on pertinent topics; order office supplies. Maintain a recurring administrative calendar and coordinate timing of action items for time sensitive projects.
  • Responsible for heavy calendar management, requiring interaction with both internal and external faculty, staff, and executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.
  • Editing materials: review materials coming into and flowing out of the Office of the Chief Human Resources Officer, turning out an excellent product, which includes proper formatting, appropriate punctuation, and other points of grammar.
  • Serve as tech liaison for the Office of the Chief Human Resources Officer.
  • Coordinate lunches, meetings, and events for the Chief Human Resources Officer. Manage multiple calendars and make travel arrangements; respond to inquiries; coordinate events; provide overall administrative support.
  • Process vendor payments, credit card billing, and reconciliations.
  • Formulating and maintaining spreadsheets and databases.
  • Manage the University's telecommuting agreements.
  • Serve as the primary greeter for the office.
  • Supervise student worker(s).
  • Cultivate relationships: assist in maintaining and cultivating important relationships and serving members of various University constituencies.
  • Maintain confidentiality.
  • Assist in the creation of Keynote and PowerPoint presentations. 
  • Work on various assigned projects, i.e. mass mailings, reports, draft letters, etc.
  • Act in the Chief Human Resources Officer's absence in trouble-shooting and maintaining relationships with her contacts and with University officials, other staff, etc.
  • Maintain budgets: maintain and manage budgets related to Human Resources; monitor expenditures; prepare expense reports; reconcile credit cards.
  • Point of contact: serve as a point of contact for internal university offices and departments, outside consultants, community members, faculty and staff, students, and others.
  • Administer files for the Chief Human Resources Officer. Maintain office supplies, equipment, and break room.
  • Uphold University mission through work performed.
  • Perform other duties as assigned.

The above information has been designed to indicate the general level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: Bachelor's degree. Superior people skills; strong moral character; highest level of trustworthiness and sense of ethics; optimistic attitude; pleasant personality; excellent communication/public relations skills in person, on the phone and via email; strong identification with the mission of Pepperdine University and its values; support for its church relationship; professional appearance, dress, grooming, demeanor, and presence; a thorough knowledge of basic office management and procedures and computer technology; ability to work independently; self-motivated; high personal expectations of self; quality-oriented, gives appropriate attention to details; ability to recognize situations requiring confidentiality and to keep confidences; sensitivity to the feelings of others; word processing and database management skills; good knowledge of grammar and punctuation; high level of dependability and productivity; willingness to be available to assist with emergency events outside of normal business hours.

Preferred: Experience as an Executive Assistant preferred.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education and employment screening.

This is a regular, exempt, 40 hour per week position.

Salary: Commensurate with experience 

Advertised: Pacific Daylight Time
Applications close:

Back to search results Apply now Refer a friend

Share this: | More

Refine Your Search