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Executive Assistant to the Senior Vice President for Strategic Implementation

Apply now Job no: 499297
Work type: Regular
Location: Malibu Campus
Categories: Executive Assistant

The Executive Assistant will assist in the day-to-day administrative and clerical work essential for the smooth operation for the Senior Vice President and the Office of the President.

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently and collaboratively. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting the Senior Vice President with diverse projects and priorities. The ability to interact with others in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. This position must utilize problem-solving skills on a myriad of levels, from re-arranging complex schedules to revising and refining existing policies. This position also provides correspondence and purchasing support for the office of the President. Advanced written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

Pepperdine University is a Christian university committed to the highest standards of excellence and integrity. As an Executive Assistant in the Office of the President, it is vital to set an example of professionalism and excellence.

Duties

  • Provide general office support for the Senior Vice President for Strategic Implementation by maintaining the calendar for the Senior Vice President and providing first level of service on the phones by handling inquiries and directing all incoming calls to the appropriate party promptly and efficiently.
  • Maintain a recurring administrative calendar and coordinate timing of action items for time-sensitive projects.
  • Prepare monthly credit card reconciliation and substantiation for the Senior Vice President.
  • Administer files for the Senior Vice President.
  • Coordinate lunches, meetings, and events for the Senior Vice President.
  • Greet visitors.
  • Coordinate and prepare presentations as needed.
  • Assist with special projects as needed.
  • Draft correspondence as needed.
  • Coordinate travel arrangements.
  • Provide correspondence support for the Office of the President by monitoring google alerts, web site, and other media, and drafting appropriate correspondence on behalf of the President. Letters include congratulatory notes, condolences, etc. to students, faculty, staff, alumni, and friends.
  • Draft correspondence and invitations for the President to speakers and program participants as appropriate.
  • Proof and edit all correspondence that comes into and out of the President's office.
  • File and log all of the President's correspondence into chronological files, correspondence database, and Raisers Edge as appropriate.
  • Provide Purchasing support for the Office of the President by being responsible for setting up new vendors, creating purchase orders, submitting and approving invoices for vendors and institutional association memberships in OpenInvoice, submitting internal requisitions, and maintaining files for all transactions.
  • Review incoming mail.
  • Perform other duties as assigned.
  • Uphold University mission through work performed.

The above information has been designed to indicate the general nature and 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: Experience as an office manager, executive secretary, or administrative assistant; Strong writing skills; Strong interpersonal communication; Strong administrative support skills; Strong computer skills; Proficient in Microsoft Office Suite; Ability to organize, prioritize, and perform work while under pressure; Ability to proactively address issues; Ability to maintain confidentiality of highly sensitive matters; Ability to work effectively with University administrators, faculty, staff, students, and vendors.

Preferred: Two years college or bachelors degree preferred; Proficient in Google Suite

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. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws.

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

Salary: Commensurate with experience.

Advertised: Pacific Standard Time
Applications close:

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