Job location: Los Angeles, CA

Position Summary:

The Executive Assistant for the Office of the President reports to the Director of the Office of the President and provides high-level proactive and independent administrative support of a responsible nature in support of the Office of the President and Board of Trustees. This main resource and key liaison of the President’s Office requires comprehensive experience, skills, and knowledge in executive-level office support, including: professional writing and proofing skills, calendar scheduling, meeting and event planning, travel arrangement, expense processing, and general project management. The position requires ability to work multiple concurrent projects in a fast-paced and changing environment with attention to detail and quality while meeting established deadlines.

Principal Duties:

• Management or support of special projects and events both on and off-site, requiring communication and coordination across multiple departments (i.e. board relations, facilities, IT, University leadership, campus leadership, and other administrative support staff).
• Management or support of high-level executive meetings for senior leadership, including drafting agendas, taking minutes, and distributing materials, as appropriate.
• Prepare and/or proof letters, documents, presentations, reports, emails, and other communications with a high level of polish, proficiency, and attention to detail.
• Provision of frequent status updates of all assigned projects.
• Handle logistics for travel arrangements for the President, Board of Trustees, and other special guests.
• Management of the President’s daily calendar/schedule.
• Timely preparation and submission of expense reconciliations and invoice payments for the President and others, as appropriate.
• Perform general office duties such as answering phones, responding quickly to email requests, maintaining electronic records, trackers, files, and supplies; handling mail, and shipping letters and packages, as needed.
• Other tasks as assigned.

Essential Knowledge, Skills, and Abilities:

• Dedicated, reliable, and responsible, with a highly conscientious and focused work ethic.
• Ability to discern priorities, anticipate needs, and identify potential issues and conflicts.
• Possession of a proactive, “can-do” attitude with a collaborative working style, able to take initiative and suggest improvements, as needed.
• Must be responsive and quick-thinking, with ability to adapt and respond to changing circumstances effectively in a fast-paced environment.
• Ability to work on and complete multiple projects and competing priorities in an organized manner with a sense of urgency and keen attention to detail and accuracy while meeting expected timelines.
• Ability to work well independently with minimal supervision and as part of a team.
• Ability to handle work of a confidential and sensitive nature, utilizing considerable discretion, judgment, tact, and diplomacy.
• Possession of a polished and professional demeanor at all times (in person, via email, and by phone) with strong customer service skills and the ability to remain flexible, tactful, and patient in all circumstances.
• Excellent written and verbal communication skills with advanced proficiency in:
  • proofing/editing
  • drafting minutes, emails, letters, presentations, and reports
  • summarizing, paraphrasing, and consolidating content/data
• Advanced proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with Concur preferred, but not required.

Position Qualifications:

• Minimum of 5 years of experience providing administrative support to senior level executives.
• Bachelor’s degree required. Master’s degree preferred.

Disclaimer:

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.

The Chicago School of Professional Psychology offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. Some of our key benefits include: generous paid time-off, medical and dental coverage, company-paid life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts (FSA), tuition reimbursement, professional development, and regular employee appreciation events.

The Chicago School of Professional Psychology is an Equal Opportunity Employer.