Executive Assistant

Executive Assistant

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1.00
Location: Thousand Oaks

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person’s dignity.

Basic Function:
Under the direction and supervision of the Vice President of Talent, Culture, and Diversity and the Vice President of Mission and Identity, the incumbent performs a wide variety of complex, confidential and administrative support requiring considerable independence and discretion.

Representative Duties:

• Performs and handles the day to day administration and coordination of all areas of executive support, such as scheduling meetings, calendaring division’s events, travel coordination and itineraries, budget assistance and expense management, invoice approval routing and follow-up, general office support, presentation prep assistance and ordering office supplies and equipment purchases and repairs. E
• Organizes division strategic planning; organizes division calendar and deadlines; Assists or coordinates with special event planning, projects, and activities. E
• Maintains calendar of activities, meetings, and various events for the division; coordinates activities and meetings with multiple departments, the public, and outside agencies; takes minutes as assigned; arranges technology and catering as needed. E
• Gathers and synthesizes a variety of data for special and periodic reports; prepares routine and non-routine administrative reports that require the research, analysis and interpretation of data; develops, formats, and revises charts, graphs, and flowcharts in order to present information clearly and succinctly. E
• Assists in preparing the annual department budget and contracts; monitors division budget transactions to identify potential problems; calculates allocations, prepares budget transfers, purchase requisitions and requests for payment. Prepares and processes various operational documents related to business operations including activities such as project management, purchasing, contracts, personnel and payroll. E
• Serves as the liaison for the Division of Talent, Culture, and Diversity, controls the release of sensitive information and exercises initiative and sound judgment in performance of assigned duties. E
• Composes a variety of documents and forms including reports, correspondence, memoranda, meeting agendas, and other specialized materials from rough draft and brief verbal instructions. Assists in coordinating, assembling and develops, revises, and maintains standardized and master documents. E
• Creates, develops, maintains, and updates specialized and custom forms, databases, logs, files, records, and reports, including confidential files while controlling the release of sensitive information. E
• Receives and screens visitors and telephone calls, responds to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities; takes messages or refers the caller to appropriate staff; creates, coordinates and manages communications to key internal and external stakeholders. E
• Proofreads, verifies, and reviews a variety of material and reports for accuracy, completeness, and conformance with established standards, policies, and procedures; ensure materials are accurate and complete. E
• Operates a variety of office equipment such as computers, scanners, printers, copy machines, and other office equipment as needed. E
• Assists in the hiring and training of student workers; provides work guidance/direction and schedules the work activities; reviews work for accuracy. E
• Provide administrative support for the Convocation and resources for their effective work consistent with the university bylaws. Supports the Vice President of Mission and Identity on planning and execution of the annual meetings of the Convocation and the Convocation Scholarship. E
• Developing written and video communication related to an annual day of giving for the university. E
• Performs other administrative duties as required to support the mission and function of the department/division.

E = Essential duties

Knowledge Of:

• University organization, operations, policies, and objectives
• Principles and practices of business communication and phone etiquette
• Office procedures, methods, and equipment
• Principles and procedures of records management
• Fundamentals of English grammar, spelling, and composition
• Principles and practices of customer service and public relations
• Principles and practices of budget preparation, forecasting and administration
• Principles and practices of financial and administrative research and report preparation
• Basic data collection and survey methodology
• Microsoft Office programs (including Word, Excel, Visio, PowerPoint and Outlook)
• Interpersonal skills using tact, patience and courtesy

Ability To:

• Interpret and apply general administrative and departmental policies and procedures
• Operate office equipment including computers and supporting word processing, spreadsheet, publishing and database applications
• Learn and apply new information and skills
• Establish and maintain a variety of files and records
• Independently prepare correspondence and memoranda from brief instructions
• Accurately count, record, and balance assigned transactions
• Work under steady pressure with frequent interruptions and a moderate degree of public contact by phone or in person
• Plan and organize work to meet changing priorities and deadlines
• Understand and carry out oral and written directions
• Communicate clearly and concisely, both orally and in writing
• Establish and maintain effective working relationships with those contacted in the course of work
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports
• Exercise initiative and independence of judgment and action
• Prepare reports by gathering, organizing, interpreting, and synthesizing data from a variety of sources
• Analyze, evaluate, and interpret information and data
• Support management of webinars and zoom meetings for the Division and the Convocation.
• Provide support and guidance to division staff

Minimum Qualifications:
Any combination equivalent to: A Bachelor’s degree from a recognized college oruniversity and three years of responsible administrative support experience of increasing variety, complexity, and responsibility.

Preferred Qualifications:
Prior experience as an executive assistant in a non-profit, corporate, higher education or multi-staff setting

Licenses and Other Requirements:
None

Physical Abilities:


Working Environment:
Office environment; constant interruptions

Posting Number: Staff004342020
Number of Vacancies:
Desired Start Date: 10/25/2021
Position End Date:
Open Date: 09/24/2021
Close Date: 10/31/2021
Open Until Filled: No

Application Procedure/Special Instructions:


To apply, visit https://careers.callutheran.edu/postings/8189

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University’s policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.

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