Executive Assistant

Posting Details

Position Information

Position Title

Executive Assistant

Position Type

Administrator

Job Number

SA4882122

Full or Part Time

Full-Time 40 Hours Weekly

Employee Status

Regular

Posting Date

11/01/2022

Position Summary Information

Job Description Summary

The Office of Research at Chapman University is seeking an Executive Assistant to provide a broad range of administrative and operational support to the Vice President for Research ( VPR ). The assistant will work under the supervision of the vice president and will also collaborate with other departments and stakeholders. The Executive Assistant will exercise initiative and independent judgement in managing the VPR’s schedule and the office’s daily activities. Maintains the highest level of professionalism and confidentiality in all aspects of the role. Additionally, the Executive Assistant, as a representative and aide to the Vice President for Research, handles details and oversees work of a highly confidential and critical nature to support the Vice President for Research.

Responsibilities

Provide high-level administrative and operational support for the Vice-President for Research
Administrative support to the VPR ·

• Calendar management; schedule and coordinate in-person and/or virtual meetings. Keep the VPR apprised of upcoming deadlines or urgent requests. Initiate follow-up actions as appropriate. ·
• Assist the VPR with communications, including drafting, reviewing, editing, proofreading, and preparation of written materials, presentation slides, proposals, charts, reports, memos, emails, and other correspondence. ·
• Act as liaison between internal and external constituents. Frequent contact with university faculty, staff, and students and community and industry partners. Responsible for prioritizing and managing incoming issues and concerns as they arise. ·
• Assist with travel arrangements as needed. Act as delegate to monitor and reconcile PCard expenses in Concur, process reimbursement and financial reconciliation of other expenses as needed. ·
• Assist with special projects, presentations, meetings, and/or events as needed. ·
• Assist the VPR with other activities as needed.

Administrative support to the office

• First point of contact for the office.
• Receive visitors at the front desk by greeting, welcoming, directing, and announcing them appropriately.
• Answer, screen, and route incoming calls.
• Sort incoming mail and receive and dispatch deliveries. ·
• Responsible for the organization and management of the office workflow including scheduling and assisting with departmental staff meetings, trainings, and professional development activities. · Develop, maintain, and update Office of Research’s website content as needed. ·
• Supervise student assistants assigning daily tasks as needed.

Required Qualifications

• Bachelor’s degree and/or equivalent combination of education and work experience.
• A minimum of two years of demonstrated professional administrative support experience preferably in higher education.
• Demonstrate effective, clear, and businesslike written and oral communications – including solid editing, and proofreading skills.
• Ability to comprehend a process and/or procedure and take a given task from beginning to completion.
• Ability to multi-task, work under deadlines and maintain a detail-oriented approach to each task. Experience in meeting/event coordination.
• Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University.
• Ability to use tact, and diplomacy and maintain a high level of confidentiality.
• Proven ability to reason, prioritize, problem solve, and communicate logically.
• Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events, including publications, media services, and catering.
• Ability to collaborate with others on projects and independently execute assigned tasks.
• Strong commitment to teamwork.
• Technical skills to learn and use enterprise systems and departmental tools.
• Excellent computer skills Microsoft Suite with the ability to set up and maintain a database, create presentations, and set up zoom meetings.

Desired Qualifications

Special Instructions to Applicants

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, credit check, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

2

Maximum Number of References

4

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. 3 References Listed on One Page