Executive Assistant to the President and Vice President, University Advancement & Communications

The Salvation Army•Oakland, CA

4d•Onsite

About The Position

Job Description Summary: The Executive Assistant of the President and Vice President of University Advancement (UA) supports the major goals of the President/VP in efforts to make the campus environment welcoming for all students, faculty, staff, and community members to ensure their success. This position is responsible for the ongoing operations of the Office of the President and VPUA and coordination and collaboration with assigned administrative staff of the cabinet members on university activities and events, and interfaces with the President’s Cabinet, SMU Board of Regents, and the campus, local, regional, and international communities as needed. The Executive Assistant will assist with scheduling, Board of Regents matters, and special projects and events as assigned. The Executive Assistant will be responsible for writing and/or editing documents, organizing meetings, maintaining supplies, coordinating petty cash, recording minutes, and assisting those in the Office of the President and VPUA as needed. Duties and Responsibilities: Other duties may be assigned. An asterisk () denotes an "essential job function" for ADA purposes. (50%) President/VPUA Support Be present at the Office of the President during the office hours of the University. Be accessible to the President, the VP, the President’s Cabinet, the campus community, and the Board members as needed. Be completely confidential on behalf of the University, the Board of Regents, the President’s Office, the VPUA’s office and the President’s Cabinet. Be protective of the Offices of the President and VPUA of their reputation, integrity, ethics, and honor on behalf of the University. Be a conduit for the President’s Office with the campus, local, national, and international communities. Keep the President informed of what is happening on campus and in the communities and related trends, issues, concerns, feedback, and suggestions. Help the University fulfill its mission by maintaining high standards of excellence, ethics, integrity, honesty, and professionalism. Apply the principles of continuous quality improvement, which includes working cooperatively with colleagues and projecting a service orientation towards all. Interact with and impart accurate information and direction to all members of the University community, including staff, faculty, students, and to external individuals and organizations in a courteous, professional, and facilitative manner. Alert the President/VPUA’s of meetings and activities and provide the President/VPUA’s with necessary information and lead-time to various places and activities on time. Arrange President/VPUA’s travels, community engagement activities, process necessary administrative paperwork, and reimbursements in a timely fashion. Interpret requests and assist in compliance as appropriate. Provide information and take necessary actions in a timely manner. Always perform in a calm and professional manner, especially during crisis or emergencies. (50%) Office Operations Coordinate and collaborate with assigned administrative staff of the cabinet members and student workers for the Offices of the President/VPUA to work on university-wide programs, activities, and events. Carry out policies and implement decisions for the President/VPUA in an effective, efficient, professional, respectful, and facilitative manner. Gather data and prepare for meetings such as Board of Regents and various key committees and task forces commissioned by the President/VPUA. Schedule appointments and establish appointment priorities. Maintain accurate calendars of the President/VPUA with standing appointments and special meetings, keeping the President’s calendar updated with cabinet members’ vacations, time-off or offsite work. Keep all concerned informed of pending activities pertaining to them and keep them immediately apprised of meeting and calendar changes. Track and follow up with projects/actions assigned to President's Cabinet by the President/VPUA. Participate in and support committees and other activities assigned by the President/VPUA that promote the quality, growth, and development of Samuel Merritt University. Review and summarize contents of incoming materials. Read and draw attention to important information or potential conflicts. Ensure that requests for action, or information, are relayed to the President/VPUA or appropriate staff. Proofread and edit carefully all outgoing correspondence to ensure professionalism and accuracy in language and content prior to signature. Maintain basic press packages for the University; oversee the appropriate use of SMU Style Manual in written materials produced within the University. Develop and maintain records of critical personnel contacts and track important correspondences and important documents for the President/VPUA’s office as well as management system to assure fast retrieval of needed information and protection of vital records. Ensure sufficient and constant office supplies to the President/VPUA’s office. Reconcile the President’s/VPUA’s business-related expenses in Workday. Input vendor invoices into Workday & follow up with vendors. Train new Executive Assistant/Admin Assistant with anything related to operations/Workday including invoices, vendors, expenses, timesheet, and other assigned tasks, as needed. Lead EA’s/Admins in the Offices of the President & UA. Facilitate OPC in hiring & onboarding for the offices of the President & UA. Build & maintain professional relationships with key stakeholders on and off campus.

Requirements

Bachelor’s degree required. Master’s degree preferred.
Five to six years of broad experience in a position of increased responsibility in an academic environment
Experience in an executive assistant role at the dean or higher level preferred
Present oneself both in manner and image that fit for the professional setting.
Be courteous and act calmly and professionally at all times.
Be able to function independently and reliably.
Be able to handle stress, uncertainty, fluidity of the nature of the work, and uphold the utmost integrity, honesty, work ethics, and confidentiality at all times.
Excellent Communication skills, both oral and written.
Knowledge of University organizational structure, programs and activities, policies, and procedures for effective evaluation of the propriety of proposed transactions and their potential impact on university interests; for provision of useful advice to others on means of accomplishing their operational goals; and for locating sources of relevant information.
Proficiency and effectiveness in the use of latest office technology and management tools, including but not limited to AI tools, Teams, Workday, Zoom, Skype, Outlook, PowerPoint, Windows 365, Excel, Word, Adobe, and Access.
Ability to read, analyze and interpret documents, contracts, data, policies, and regulations, which are complex in content, syntax, and expression.
Ability to set SMART goals for each year and follow through in executing the strategies to achieve and exceed the SMART goals.
Ability to write concise, logical, and accurate materials.
Knowledge of the mechanics of written English (e.g., grammar, punctuation, and spelling) and ability to apply such knowledge consistently and effectively so that documents, whether produced by the incumbent or others, are proofread and edited to ensure that they are mechanically correct.
Ability to analyze complex problems or information in an objective manner and derive logical conclusions to provide a sound basis for establishment of priorities, selection of appropriate courses of action for pursuit or recommendations to others, and resolve conflicts.
Ability to organize work effectively to achieve timely progress on multiple simultaneous tasks; under the directive of the President/VP, meet deadlines; be results-oriented; and maintain a high level of productivity and quality of work.
Ability to exercise tact and diplomacy in dealing with others to secure necessary information and cooperation from a variety of people and enable the incumbent to conduct effective negotiations, resolve disagreements and conflicts.

Nice To Haves

Master’s degree preferred.
Experience in an executive assistant role at the dean or higher level preferred

Responsibilities

Be present at the Office of the President during the office hours of the University.
Be accessible to the President, the VP, the President’s Cabinet, the campus community, and the Board members as needed.
Be completely confidential on behalf of the University, the Board of Regents, the President’s Office, the VPUA’s office and the President’s Cabinet.
Be protective of the Offices of the President and VPUA of their reputation, integrity, ethics, and honor on behalf of the University.
Be a conduit for the President’s Office with the campus, local, national, and international communities.
Keep the President informed of what is happening on campus and in the communities and related trends, issues, concerns, feedback, and suggestions.
Help the University fulfill its mission by maintaining high standards of excellence, ethics, integrity, honesty, and professionalism.
Apply the principles of continuous quality improvement, which includes working cooperatively with colleagues and projecting a service orientation towards all.
Interact with and impart accurate information and direction to all members of the University community, including staff, faculty, students, and to external individuals and organizations in a courteous, professional, and facilitative manner.
Alert the President/VPUA’s of meetings and activities and provide the President/VPUA’s with necessary information and lead-time to various places and activities on time.
Arrange President/VPUA’s travels, community engagement activities, process necessary administrative paperwork, and reimbursements in a timely fashion.
Interpret requests and assist in compliance as appropriate.
Provide information and take necessary actions in a timely manner.
Always perform in a calm and professional manner, especially during crisis or emergencies.
Coordinate and collaborate with assigned administrative staff of the cabinet members and student workers for the Offices of the President/VPUA to work on university-wide programs, activities, and events.
Carry out policies and implement decisions for the President/VPUA in an effective, efficient, professional, respectful, and facilitative manner.
Gather data and prepare for meetings such as Board of Regents and various key committees and task forces commissioned by the President/VPUA.
Schedule appointments and establish appointment priorities.
Maintain accurate calendars of the President/VPUA with standing appointments and special meetings, keeping the President’s calendar updated with cabinet members’ vacations, time-off or offsite work.
Keep all concerned informed of pending activities pertaining to them and keep them immediately apprised of meeting and calendar changes.
Track and follow up with projects/actions assigned to President's Cabinet by the President/VPUA.
Participate in and support committees and other activities assigned by the President/VPUA that promote the quality, growth, and development of Samuel Merritt University.
Review and summarize contents of incoming materials.
Read and draw attention to important information or potential conflicts.
Ensure that requests for action, or information, are relayed to the President/VPUA or appropriate staff.
Proofread and edit carefully all outgoing correspondence to ensure professionalism and accuracy in language and content prior to signature.
Maintain basic press packages for the University; oversee the appropriate use of SMU Style Manual in written materials produced within the University.
Develop and maintain records of critical personnel contacts and track important correspondences and important documents for the President/VPUA’s office as well as management system to assure fast retrieval of needed information and protection of vital records.
Ensure sufficient and constant office supplies to the President/VPUA’s office.
Reconcile the President’s/VPUA’s business-related expenses in Workday.
Input vendor invoices into Workday & follow up with vendors.
Train new Executive Assistant/Admin Assistant with anything related to operations/Workday including invoices, vendors, expenses, timesheet, and other assigned tasks, as needed.
Lead EA’s/Admins in the Offices of the President & UA.
Facilitate OPC in hiring & onboarding for the offices of the President & UA.
Build & maintain professional relationships with key stakeholders on and off campus.