Executive Assistant to the Vice President of University Advancement - University of La Verne in La Verne California

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University of La Verne

La Verne, California


United States
(20150217SA)

Categories

Detailed Job Description

The University of La Verne is a 124-year old, private independent, comprehensive, doctoral granting institution in Southern California with a strong emphasis on values, teaching excellence, community engagement, and an increasing commitment to research and publication. The University offers high quality, liberal arts and professional degree programs at the undergraduate to doctoral levels comprised of 11 campuses with the main campus located in the City of La Verne, 35 miles from downtown Los Angeles, along the foothills of the San Gabriel Mountains. Regional campuses range from Vandenberg in the North, to Irvine in the South, and from Oxnard in the West to Victorville in the East.

The Executive Assistant to the Vice President, University Advancement (UA) is an essential member of the Vice President’s team, assisting the Vice President in managing a complex schedule and heavy project load; in planning major meetings and retreats; and in communication and stewardship efforts with internal and external constituents in furtherance of department and University goals.

Specific Duties

Working at the highest levels of professionalism, discretion and diplomacy, the Executive Assistant will understand and manage all operational aspects of the Vice President’s Office, including coordinating schedules and work flow with other departmental assistants/ coordinators to ensure seamless coverage.

Liaise with members of the Board of Trustees and other high-level volunteers on an individual basis. Serve as Secretary to the Advancement Committee of the Board of Trustees, including meeting planning, agenda creation, minute taking, and other protocols. Create and ensure maintenance of Advancement Committee minutes in perpetuity (for auditors, historical purposes, etc.) Ensure confidentiality of Trustee records and materials. Assure Advancement Committee members are advised of all appropriate campus activities.

Assist with the composition of presentations, speeches and talking points when necessary. Create and/or coordinate the production of various presentation and meeting materials for the Vice President (e.g., PowerPoint presentations, handouts for conference presentations/panels and informational packets and gifts for constituent meetings).

Responsible for all aspects of the Vice President’s meeting and trip planning, including but not limited to air, accommodations, meeting schedules, hospitality, host/hostess gifts; will also create agendas, itineraries, and secure/prepare background information on meeting attendee, as appropriate. Will monitor and assist in maintaining trip/call reports on a timely basis as well as ensuring timely meeting follow up.

Will assist in planning, coordinating and directing elements for meetings and retreats including developing meeting schedule, budget, site selection, meals & entertainment, meeting rooms, supplies and equipment, special events, etc.

Will ensure that team members adhere to rules, policies, procedures and practices as developed by HR and University and Advancement leadership, and to be familiar with services provided by the colleges and departments for response to inquiries and referral.

As assigned by the Vice President, hire, train and supervise student worker(s), liaise between students, staff and faculty, as needed. Troubleshoot and resolve inquiries, communicate decisions and advise appropriate offices in a timely manner. Understand all aspects of duties to ensure continuity in the case of absences. Authority to terminate employment for student workers.

Prepare and manage Vice President’s budgets and review with the Vice President on a monthly basis. Responsible for reconciling reimbursements and authorized to approve expenditures.

As assigned by the Vice President, liaise with outside constituents and organizations in preparing materials and schedules for the Vice President’s leadership and participation in various outside boards and institutional memberships.

Develop and ensure compliance of filing system and systematic record keeping and archiving. Ensure safe keeping of confidential materials.

Coordinate with UA Special Events to plan and direct executive level special events for President’s Office, Board of Trustees and high level constituents.

Maintain records of annual goals of direct reports for the Vice President; initiate annual reviews to occur in May/June.

Coordinate communications from the Vice President to the campus and other constituents as necessary. Compose and edit correspondence, including but not limited to gift and other acknowledgements, letters, proposals, and follow-up correspondence for various constituents.

Minimum Qualifications

Bachelor’s Degree;
3-5 years of experience as an Executive Assistant;
High level of diplomacy, discretion and confidentiality;
Mastery of the Microsoft Office suite;
Project management experience;
Experience with a relational database; and
Understanding of and appreciation for the University’s Mission, Vision and Core Values.

Preferred Qualifications

Experience as an executive assistant in higher education, particularly at the dean’s level or higher; Membership in a professional association of executive assistants;
Experience with project management software; and
Mastery of a relational database software system.

Benefits Summary

The hiring range for this position is dependent upon qualifications and departmental equity. Benefits of employment include a comprehensive health and welfare plan, tuition remission program for employee, spouse and dependent children and a generous 10% contribution to the University’s 403B retirement plan.

Location

La Verne Central Campus

Special Instructions to Applicants

Please submit a cover letter and a resume.

Keyword Phrases

  • Employer of Choice
  • Diversity & Inclusivity
  • Hispanic Serving Institution
  • Academic Administration
  • Other Administrative
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Employment Type:Administrative Staff
Degree Required: Bachelors
Experience: See Job Description
Level of Job: See Job Description
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter
References