The Chicago School of Professional Psychology
Los Angeles, CA
The Administrative Assistant for the President's Office reports to the Manager of the President's Office and provides full and diversified administrative support of a responsible nature to the Manager of the President's Office, President, and President's team. The position requires experience, skills, and knowledge in general executive-level office support, including: scheduling, meeting and event support, travel arrangements, expense reconciliation, and project management.
- Attend planning meetings and communicate frequently with supervisor regarding daily priorities, project status, needs, requests for clarification, scope, project goals and timelines, etc.
- Serve as a representative of the President's Office.
- Manage the President's daily calendar/schedule, and collect/provide any corresponding materials.
- Coordinate and make travel arrangements for the President and others; including travel agendas, itineraries, and folders, as appropriate.
- Prepare and submit expense reconciliations, reimbursements, check requests, purchase orders, and invoice payments for the President and others, as appropriate.
- Set up and support high level executive meetings for senior leadership, taking minutes and distributing materials.
- Maintain tracker and process payments for annual dues and memberships.
- Prepare and/or proof letters, documents, presentations, reports, emails, and other communications with a high level of proficiency and attention to detail.
- Perform general office duties such as maintaining electronic records, trackers, files, and supplies.
- Mail or ship letters and packages, as needed.
- Help to plan and/or support events both on and off-site (i.e. Board of Trustees Meetings, Commencement, Town Hall, Conferences, Luncheons, etc.).
- Communicate and coordinate across multiple departments (i.e. facilities, IT, national leadership, campus leadership, and other administrative support staff) to support events, meetings, and gather data for reports.
- Support any special projects as requested.
Essential Knowledge, Skills, and Abilities:
- Possession of a professional demeanor and attitude at all times (in person, via email, and by phone).
- Possession of a proactive, "can-do" attitude with ability to take initiative and suggest improvements, as needed.
- Ability to discern priorities, anticipate needs, and identify potential issues and conflicts.
- Ability to handle work of a confidential and sensitive nature, utilizing considerable discretion, judgment, tact, and diplomacy.
- Ability to work well independently with minimal supervision and as part of a team.
- Ability to work on and complete multiple projects and competing priorities, meeting expected timelines.
- Flexible and collaborative working style with the ability to adapt to changing circumstances and priorities.
- Ability to apply practical knowledge of the practices and procedures of the school and its programs.
- Ability to work effectively in a fast-paced environment.
- Excellent written and verbal communication; writing skills should include proficiency in the following:
- drafting minutes, emails, letters, presentations and reports
- summarizing, paraphrasing and consolidating content/data
- Strong organizational skills and keen attention to detail.
- Proficiency with Microsoft Suite (Word, Excel, PowerPoint, and Outlook).
- Experience with Concur preferred.
- Minimum of 5 years of experience providing administrative support to senior level professionals.
- Bachelor's Degree required.Master's degree preferred.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.