Executive Assistant II

Charles R. Drew University is located in the Watts-Willowbrook area of south Los Angeles and was founded in 1966 in the wake of the Watts uprising. CDU was founded to address inadequate medical care in the region and to provide equitable medical education opportunities for under-represented students. CDU offers the only historically black Doctor of Medicine program west of the Mississippi, and is strongly invested in the local and regional community. The university leads multiple partnerships and programs to provide equitable healthcare resources in a variety of south Los Angeles neighborhoods.

About the role

The Executive Assistant provides specialized, confidential administrative and project management support to the Senior Vice President, Advancement and Operations (SVP) and Chief Operating Officer, and the Senior Vice President, Finance and Chief Financial Officer (CFO). Manages and coordinates day-to-day administration and operational affairs for the SVP/COO and the Office of Finance. The Executive Assistant represents the University and communicates the commitments of the SVP/COO to internal and external audiences.

Responsibilities

• Prepare reports and presentations for the University, as well as the CDU Board of Trustees and the Advancement Committee.
• Coordinate the preparation, development, and production of major documents and other materials for meetings with major gift prospects and donors.
• Collect and organize data and determine appropriate formats for displaying results.
• Provide confidential administrative support to the SVP/COO and SVP/CFO.
• Maintain calendar; make conference, travel, and lodging arrangements. Schedule meetings, arrange logistics, and prepare materials. Attend meetings and take minutes.
• Develop, maintain, and reinforce alliances internally and externally to create mutual benefit.
• Develop or use systems to organize and keep track of the SVP/COO’s schedule. Adjust and organize schedule and follow up accordingly.
• Serve as an internal resource to faculty, administrators, and others. Respond to inquiries and requests for information requiring knowledge of divisional, departmental, and University policies and procedures.
• Create and manage an incoming and outgoing document log for SVP/COO to review work of direct reports.
• Coordinate efforts or contributions of numerous persons in the Office of Strategic Advancement.
• Coordinate collection and preparation of operating reports, such as time and attendance records, terminations, new hires, transfers, and compliance reporting.
• Research, write, and edit communications and reports for review and approval of the SVP/COO.
• Ensure confidentiality and control access to sensitive information, including investigation-related matters. Maintain confidential files ensuring quick retrieval.
• Oversee all clerical and administrative support functions.
• Oversee and facilitate human resources administration procedures and documentation for the Office of Strategic Advancement. Coordinate recruitment planning and searches.
• Act as primary contact with IT, vendors, travel services, and facilities as needed.
• In the SVP/COO’s absence, ensure that requests for action or information are relayed to the appropriate staff member. Interpret requests, help implement action, and decide whether the SVP/COO should be notified of important or emergency matters.
• Initiate appropriate action to resolve routine to moderately complex problems.
• Build effective and inclusive relationships with personnel at a variety of levels.
• Guide other employees regarding new methods, assignments, or procedures and provide orientation to new OSA team members.
• Mentor and develop work-study students and other support staff. Provide training to students on the use of instructional equipment.
• Work under limited supervision and execute independent work planning.
• Monitor the budget and expenses for Advancement team supplies, equipment, training, and travel.
• Welcome visitors, guests, students, faculty, and staff.
• Driving may be required; some weekends may be required.
• Perform other duties as assigned.

Requirements

• Regionally accredited bachelor’s degree, or the equivalent of combined education.
• Valid California driver’s license and proof of insurance.
• Ten (10) or more years of experience as an executive assistant or office manager.
• Understands the overall strategic goals of the University and has a vast knowledge of higher education.
• Prior experience providing confidential administrative support to a senior executive.
• Successful experience managing complex projects.
• Able to mentor and develop others.
• Advanced communication skills used to lead a team or project.

Skills

• Ability to work in office, in-person at least 4 days per week.
• Apply skills and analytical knowledge acquired through experience to perform the more complex duties of the position.
• Arrives at decisions using analytical thought.
• Understands the confidential nature of the position.
• Strong administrative skills including gathering data, compiling information, creating professional business reports, and correspondence.
• Advanced proficiency with Microsoft Office Suite. Familiar with presentation and job-specific software programs such as scheduling software and compliance-related software.
• Skilled in critical thinking, analyzing, and problem-solving.
• Ability to make administrative/procedural decisions and judgments.
• Excellent oral and written communication skills.
• Strong interpersonal skills and ability to use tact and diplomacy when interacting with others.
• Skill in organizing resources and establishing priorities.
• Database management skills.
• Records maintenance and retention knowledge.
• Ability to work effectively with a diverse community.

Physical Demands

The physical demands described here are representative 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.

• Occasional stooping.
• Frequent standing.
• Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.
• Able to engage in the light lifting of no more than 5-10 lbs. unassisted.

Work Environment

This position is on-site unless otherwise authorized by the manager. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mental Demands

The mental demands described here are representative 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.

• Frequent work on a variety of unrelated tasks.
• Constant calculating, interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Benefits

• Medical, dental, vision, retirement plan.
• Vacation accrues on first day of employment.
• Wellness programs.
• 17 paid holidays per year.
• Up to 16 hours of paid time off to participate in community service.

Pay

Full Time Salary: $42.30/HR OR $88,000