Executive Assistant 2

Position Title & Department:

 Executive Assistant 2; Office of the President Posting #

4816

Department Description:

The Office of the President team is responsible for supporting the President in his numerous duties as leader of the university. This includes strategic implementation of university initiatives; administrative support; communications assistance; interfacing with the President's Administrative and Strategic Leadership Teams and the Board of Trustees; stewarding internal and external relationships; maximizing the president's time and ensuring his effectiveness as the university's chief executive, fundraiser, voice and visionary.

In addition to serving as the Assistant Secretary to the Board of Trustees and liaison to critical internal and external constituents, the Special Assistant to the President oversees all operations of the Office of the President.

There are two Executive Assistants in the President’s Office, and they report to the Special Assistant and provide advanced administrative support and excellent, mission-critical customer service. They ensure the office’s smooth daily operation, assist in managing an extremely active executive calendar and coordinate meetings and events for the President and Board of Trustees.

University Description:

The University of San Diego, a contemporary and engaged Contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The Executive Assistant 2 oversees the front office reception area and provides excellent, professional customer service. Provides a wide range of administrative support to the Special Assistant and President in a fast-paced executive office setting. This position must have excellent and proficient writing and research skills with experience in taking and transcribing meeting minutes. Composes and prepares letters, correspondence, briefing materials and reports; prepares spreadsheets and presentations. Provides administrative support to the President’s Leadership Class and the EOC Policy Group. Supports the Special Assistant on tasks pertaining to the Board of Trustees. Assists in supervising and training student workers and assists in training executive staff on board related matters. Prepare reports and conduct special projects and research as assigned.

Duties and Responsibilities:

• Oversees the front office reception area and provides excellent customer service when answering multiple phone lines, greeting guests and responding to inquiries; and provides a calming and professional demeanor.
• Composes and prepares letters, correspondence, briefing materials and reports, including the use of field mergers. Handles confidential and personal correspondence for the President and Special Assistant.
• Prepares spreadsheets and presentations with proficiency in Microsoft Excel, PowerPoint, and other presentation software. Conducts research, collects and analyzes data for presentations and reports.
• Takes and transcribes meeting minutes for the President’s Cabinet meetings; assists in managing and updating the President’s Cabinet Portal in SharePoint.
• Oversees the daily appointments of the President and Special Assistant ensuring flow of meetings are on schedule; assists with confirming, adjusting, or canceling appointments; reserves guests parking and meeting rooms; prepares materials for meetings; and handles any other duties (as assigned) as it relates to planning and coordinating meetings.
• Supports th