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Executive Assistant

Employer
University of the Pacific
Location
California, United States
Salary
Salary Not specified
Date posted
Feb 13, 2024


Executive Assistant

Primary Purpose:
The Executive Assistant supports the functions of the Eberhardt School of Business (ESB) of the Dean by performing a wide variety of administrative support activities for the Dean and their office. The Executive Assistant serves as a liaison between the Dean, students, faculty, the University, and external community as well as leader among other support staff. The position functions under minimal general supervision, independently performing challenging work in a high volume, fast-paced environment.

Essential Functions:
The functions listed are representative of duties typically performed by this position. Staff may perform some but not all and/or may be assigned additional duties specific to unit.

  • Manages ESB Dean’s Office utilizing discretion and independent judgment in performance of job duties, including decision making for executive scheduling and the sensitivity and nature of meetings, confidential personnel information, budgets, and other business matters. This may include but is not limited to:
    • Provides the department with financial and budget support through monthly review of
      accounts, processing appropriate payment of charges, verifying expenses, monitoring Pro-card activity, timely submissions of expense payment requests.
    • Maintains complex calendaring, prioritizing multiple meetings, administrative events, travel plans, and other appointments.
    • Coordinates logistics for meetings/events and other activities which may include catering service, technical support, meeting invitations, guest lists, presenters and speakers, meeting venues, transportation, and other duties on and off campus.
    • Prepares meeting materials and other documents as needed for a variety of meetings/events.
    • Maintains confidential records, prepares forms, verifies information, and resolves issues requiring knowledge of unit. Maintains office filing system and various databases.
    • Coordinates travel arrangements both domestic and international for business-related events and activities.
    • Oversees Administrative Calendar for ESB; Promotion and Tenure, 3rd Year Review, Faculty Leaves, Annual Reporting, etc. to ensure information to Provost is efficient and timely.


  • Serve as the ESB Commencement Coordinator - Report and attend University Commencement Meetings.
    • Liaison between University Registrar, University Commencement Office and ESB (Student Database to Departments and Grad Advisors) for student participation in university and departmental ceremonies and program booklets.
    • Coordinate Diploma & Hooding Ceremony and Volunteers.
    • Coordinate ESB Honors Banquet.
    • Coordinate ESB Commencement Speaker Auditions.
  • Serve as the Coordinator of Special Events and Meetings for ESB.
  • Serve as liaison between the dean and internal and external University community, especially the ESB’s Executive Advisory Council, to execute tasks for the Dean’s outreach efforts.
  • Resolve routine and complex problems with minimal consultation; handles multiple assignments and prioritizes in a constantly changing work environment; recognizes and improves administrative and operational processes as needed.
  • Responsible for the smooth functioning of the Dean’s calendar. Uses independent judgment, initiative, and discretion in initiating, and de-conflicting appointments. Sets appointments as directed by the Dean. Arranges domestic and international travel/accommodations for committee meetings.
  • Attends staff meetings as needed to cull information/coordinate with staff to complete action items.
  • Composes routine/non-routine correspondence and presentations; conducts research, proofs/formats articles, reports, and memos; etc.
  • Organizes on- and off-campus special guest visits/receptions coordinating with Events department and other pertinent staff and/or faculty; prepares agendas, itineraries and other collateral documents as needed.
  • Performs other related duties as assigned.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications:
  • Bachelor’s Degree (Two (2) years of full-time experience in the same/similar position is equal to one (1) year of completed post-high school education coursework).
  • Three (3) years of experience providing senior-level administrative support.


Preferred Qualifications:
  • Experience in providing administrative oversight to unit and staff.
  • Excellent communication and interpersonal skills are crucial, as this position interacts regularly with both the campus community and the public.
  • Solid English composition skills are necessary, as well as the ability to create, compose and edit letters and other materials.
  • Bilingual Spanish speaking.
  • Capacity to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, precise way.
  • Ability to multi-task, organize resources and establish priorities in a fast- paced, demanding environment.
  • Assume responsibility and work effectively with minimum supervision.
  • Ability to coordinate a variety of activities, correctly interpret directions and work well under tight deadlines is crucial.
  • Ability to maintain strict confidentiality.
  • Intermediate to advanced skills in MS Office suite, experience using databases and advanced experience in Internet navigation and research.
  • Web maintenance experience.
  • Ability to adapt to emerging technology.
  • Experience and sensitivity in working with people of diverse backgrounds and cultures.
  • Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
  • Ability to engage and integrate culturally responsive practices and knowledge in their work.


Physical Requirements:
The physical demands described here are representative but not definitive 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.

Work is primarily performed in a standard office environment with use of computer and phone. Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping and reaching. Occasional lifting up to 25 pounds.

Work Environment/Work Week/Travel:
Work is typically performed during standard business hours. May require occasional evening and weekend hours to complete tasks. Occasional travel may be required.

Valid driver’s license required. Incumbent must also be able to meet the University’s fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.

Hiring Range: $66,560.00 per year. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.


To apply, visit https://pacific.peopleadmin.com/postings/27420

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.




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