Executive Assistant, Office of the President

La Verne
Jun 05, 2017
Executive Administration Jobs
Presidents & Chancellors
Institution Type
Four-Year Institution

University of La Verne

Executive Assistant, Office of the President

Job Description Summary:
The Executive Assistant, Office of the President provides support to the Special Assistant to the President and the President with preparation for meetings and travel, coordination of retreats and office-sponsored events, and general office administrative duties. The position oversees the President's calendar, travel schedules, and day-to-day office operation.

Specific Duties:

Maintains confidentiality of all records, materials, and matters related to the Office of the President, President’s Executive Cabinet (PEC), and Board of Trustees.

Provides office reception, open and distribute mail, answer phones.
Maintains/records Howell Board Room reservations.

Maintains filing system and systematic record keeping for President and assists with same for Board of Trustees.

Prepares check requests, purchase orders, expense reports, and other office forms with related materials in accordance with University policies and practices.

Reconciles expenses for all office employees; maintains supervisors’ monthly time off reports.

Audits/orders office and kitchen supplies (e.g., paper, pens, toner, coffee, paper cups, etc.).

Assists with University House management and maintenance; anticipates minor miscellaneous needs, coordinates with Sodexo Housekeeping, coordinates with facilities regarding furniture, security, etc.

As appropriate, articulates and triages rules, policies and practices to La Verne personnel, students and the public. Remain current with services provided by colleges and departments for response to inquiries and referral.

Composes and edits correspondence as necessary. Including but not limited to student letters, event follow-up correspondence, President’s Pause, President’s Message for various alumni/public relations publications.

Creates minor holiday greetings (e.g. Boss’s Day, Administrative Professionals Day, Thanksgiving) to be sent out campus wide on behalf of the President; Create various event Save the Date announcements/invitations

Coordinates various presentation materials for the President (e.g. State of the University PowerPoint presentations, handouts for conference presentations/panels)

Schedules meetings and events for the President, prepare daily meeting materials and travel itineraries; manage President’s calendar.

Orders/manages all catering for President’s Office meetings/events.

Coordinates and book all travel/accommodations for President, spouse and Trustees (when necessary).

Liaison with outside constituents in preparing materials and schedules for the president’s leadership and participation in various outside boards and institutional memberships.

Provides administrative support to monthly University Management Council meetings (scheduling, agenda setting, note-taking, follow-up)

Plans, coordinates, and directs executive level special events for President’s Office and Board of Trustees. (e.g. PEC Retreat, Commencement Receptions), as well as other President’s Office-sponsored/related events (e.g., Holiday Party, State of the University)

Liaison with University Advancement (UA) & UA Special Events Director to coordinate UA meetings and events with President’s Office.
Assists with managing President’s Office student worker(s)

Assists Special Assistant to the President with administrative support for the Board as requested.

Distributes, tracks and ensures full collection of the IRS 990 forms for Board of Trustee members and Senior Managers to meet Federal guidelines.

Plans, coordinates and directs elements of the Board Retreat including meeting schedule, budget, site selection & accommodations, meals & entertainment, meeting rooms, supplies and equipment, special events, etc.

Initiates, coordinates and executes elements of meetings and agendas for Board of Trustees, Executive Committee, Governance Committee, Bylaws Ad Hoc Committee, College of Law subcommittee, ROC subcommittee, and Presidential Evaluation Committee.

Acts as campus expert of Board technology platform; maintain currency of online platform and all materials/document, and assist all users with troubleshooting.

Maintains annual Board records, including but not limited to: name plates, plaques, certificates, gifts, Board of Trustees manual, Trustee membership/term years.

Minimum Qualifications:

Bachelor’s Degree in Communications or related field.
Expert proficiency in Microsoft Office suite
5 - 7 years of experience working in an administrative support role for a high-level administrator.
Strong written and verbal communication skills

Preferred Qualifications:
Master’s Degree preferred
Experience working in higher education
In-depth knowledge of travel arrangement

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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