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Executive Administrative Assistant to the President and Executive VP, Treasurer & Chief Operation

Samuel Merritt University
California, United States
Salary Not Specified
Posted Date
Sep 27, 2022

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Position Type
Administrative, Academic Affairs, Chief Academic Officers & Vice Presidents, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Chief Business Officers & Vice Presidents, Executive, Other Executive
Employment Level
Employment Type
Full Time
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Job Description Summary:
The Executive Administrative Assistant of the President and Executive Vice President, Treasurer & Chief Operating Officer (COO) supports the major goals of the President/COO 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 Offices of the President and COO 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.

Duties and Responsibilities:

(50%) President/COO Support*
  • Be present at the Office of the President during the office hours of the University. Be accessible to the President, the COO, 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 COO’s office and the President’s Cabinet.
  • Be protective of the Offices of the President and COO 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/COO of meetings and activities and provide the President/COO with necessary information and lead-time to various places and activities on time.
  • Arrange President/COO’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.
  • Perform in a calm and professional manner at all times, especially during crisis or emergencies.
(50%) Operations and Office Support*
  • Coordinate and collaborate with assigned administrative staff of the cabinet members and student workers for the Offices of the President/COO to work on university-wide programs, activities and events.
  • Anticipate the needs, coordinate the activities, alert the President/COO with upcoming events, meetings and activities, carry out policies, and implement decisions for the President/COO 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/COO.
  • Schedule appointments and establish appointment priorities. Maintain accurate calendars of the President/COO 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/COO.
  • Participate in and support committees and other activities assigned by the President/COO 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/COO or appropriate staff.
  • Proof read carefully all outgoing correspondence to ensure professionalism prior to signature.
  • Maintain basic press packages for the University; oversees 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/COO’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/COO’s office.
Supervisory Responsibilities:

Coordinate with other PC members’ Executive/Administrative Assistants the work to be assigned to student workers and temporary staff of the Offices of the President/COO as needed.

Required Skills:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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, and uphold the utmost integrity, honesty, work ethics, and confidentiality at all times.

Excellent Communication skills. 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 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 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/COO,; 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.

Education and/or Experience:
  • 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
The University has an institution-wide commitment to diversity, equity and inclusion. We strive to build a welcoming and supportive campus environment, and acknowledge that diversity is an educational imperative to achieve excellence.

Employee Status:
Exemption Status:
United States of America (Exempt)
Time Type:
Full time
Job Shift:
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