Executive Assistant 2

Position Title & Department:

Executive Assistant 2; President's Office Posting #

5214

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.

University Description:

The University of San Diego, an engaged and 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 serves as the customer relations coordinator for the President’s Office. 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.

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 the Special Assistant in matters pertaining to the Board of Trustees; prepares and organizes materials for mailings and quarterly meetings; maintains and updates Board of Trustees records and governing documents including the confidential Board of Trustees Portal in SharePoint.
• Assists in preparing President’s speeches and presentations for meetings, functions, and events on and off campus, i.e., Olé Weekend, President’s Forums, Faculty Convocation, Homecoming and Family Weekend, ASG Senate Meetings, University Senate Meetings, Commencement Ceremonies, etc.
• Assists in managing the timely and accurate completion of special projects and monitor initiatives established by the President and Special Assistant; respond to daily requests for Presidential assistance in handling inquiries, correspondence and complaints and determine allocation of tasks to other offices; or gather appropriate background information for President to render a decision.
• Provides administrative support to the EOC Policy Group.
• Provides support to the President with his President’s