Executive Assistant to the Vice President of Strategic Enrollment Management and Communications

La Verne
Apr 27, 2017
Institution Type
Four-Year Institution

University of La Verne

Executive Assistant to the Vice President of Strategic Enrollment Management and Communications

Job Description Summary:
To assist & support the VP of SEMC by providing clerical and administrative support, and to coordinate/assist in the resolution of any issues that arise within the SEMC division as assigned by the VP; serve as the main point of contact/reception for the VP of SEMC.

Specific Duties:

Manage VP of SEMC calendar of events; Schedule meetings and events for the VP of SEMC, prepare daily meeting materials and travel itineraries, including but not limited to coordinating meetings with vendors, staff, internal and external constituents; ensure confidentiality in all aspects of the position.

Prepare and coordinate various presentation materials for Vice President of SEMC including but not limited to supporting documents for meetings, presentations, and as needed, utilizing MSWord, MS Excel, MS PowerPoint and other business related software systems.

Schedule meetings, develop and post appropriate reports, and provide logistical support for the Enrollment Management Committee of the Board.

Develop enrollment reports on a regularly schooled basis.

Create, manage, and deliver documents to appropriate constituents via appropriate technology venues including BoardEffect platform.

Develop power point, excel, and or word reports to PEC and or other internal and external constituencies.

Work in tandem with Director of Administration and Operations in maintenance of personnel records, building management, coordinating time out of the office, ensuring sufficient coverage to maintain a smooth running office, and mange any problems that may occur under SEMC.

Coordinate and book all travel/accommodations for VP of SEMC (and spouse/partner/guest, when necessary), and other SEMC department heads as needed.

Liaison between other executive assistants and outside constituents as assigned by VP of SEMC.

Serve as back up to Director of Administration and Operations including but not limited to processing Payroll timecards for classified employees, serving as authorized signatory.

Organize and transcribe minutes for meetings chaired by VP of SEMC.

Maintain cell phone contact list/distribution list/email list utilizing appropriate technology.

Prepare check requests, POs, expense reports and other office forms with related materials in accordance with University policies and practices (when necessary).

Understand and articulate rules, policies & practices to ULV personnel, students and the public. Be familiar with services provided by departments/colleges.

Serve as building orientation leader for new employees including but not limited to copy machine maintenance agreements and contracts, service agreements, and reports of usage.

Serve on Parking and Safety Committee.

CPR Trained & Certified /Building safety representative.

Minimum Qualifications:

5 years of high level administrative assistant experience.

Bachelor’s Degree in Communications or related field.

Excellent written and verbal skills, ability to prioritize, excellent customer service.

Event planning.

Familiar with various technology, including computer, iPad, multi-function copier/printer, internet browsers, multi-line telephone.

Proficient in MS Office suite.

Preferred Qualifications:
Master’s Degree in related field. MS Office suite expert.

Location: La Verne Central Campus

Special Instructions:
To be considered for this position please visit our web site and apply on line at the following link: http://laverne.edu

The University of La Verne is an equal opportunity employer and does not discriminate against employment or employees on any basis prohibited by state and federal law. University of La Verne hires and promotes individuals based on their qualifications and is consistent with applicable state and federal laws, without regard to race, color, religion, gender, disability, medical condition a or sexual orientation


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