Executive Assistant 1

Position Title & Department:

 Executive Assistant 1; University Events and Partnerships Posting #

5153

Department Description:

A department within the division of University Advancement, the Office of University Events and Partnerships primary function is to provide strategic guidance, event management and services for high level, university-wide events as well as develop mutually beneficial corporate university partnerships in support of special events and other university initiatives at the University of San Diego.

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 1 (EA1) provides administrative support to the senior director of corporate and community partnerships and assists with daily operations of University Events and Partnerships (UE&P). The EA1 makes appointments and manages the calendar; coordinates logistics for meetings on and off-campus with external constituents, prospective sponsors, and community partners; assists with travel arrangements; and processes expense reports, payments, and reimbursements. This position is responsible for prioritizing multiple assignments and executing departmental tasks including but not limited to event support and special projects. The EA1 interfaces with campus partners, corporate representatives, and vendors on matters such as guest lists, community event participation, and marketing collateral. This position will utilize advancement’s CRM system to review confidential records, input contact reports, and prepare and/or request reports. The EA1 will represent the senior director and UE&P on the phone and in person to constituents, faculty, students, alumni, parents, and university leadership, as appropriate. In the absence of UE&P’s office manager, this position will assist the associate vice president, as appropriate.

Duties and Responsibilities:

Administrative Support: 

• Provide comprehensive administrative support to the senior director and assist UE&P team members with general projects and time critical assignments.
• Create and maintain a professional and welcoming environment for the office and provide exceptional customer service to those interacting with UE&P; remain poised and diplomatic in all situations.
• Coordinate meeting logistics, prepare agendas and minutes; make travel arrangements and schedule appointments; compose, edit, and transmit correspondence/partnership materials.
• Process expense reports, payments, and reimbursement requests using Concur and Workday Financials.
• Working with Advancement Services, submit data requests and gift/sponsorship processing forms; request detailed research for prospective corporate partners/donors to the university.
• Review confidential records, input contact reports, pull detailed lists, verify account attribution, monitor gifts/sponsorships for status changes, and prepare reports and research as directed using CRM database (Salesforce).
• Responsible for the organization and maintenance of both electronic and paper files including responding to and routing emails coming into the delegate email account.
• Track and adjust office workflow in an environment with continually shifting priorities for maximum efficiency; ensure deadlines are met on a daily basis.
• Answer and screen phone calls; take comprehensive, detailed messages; route callers to appropriat