Executive Assistant to the President (Administrator I) - Office of the President
- San Francisco, CA
- Permanent
- Full-time
- Coordinate the demands on President's time and direct the daily activities of the office in collaboration with the Chief of Staff to ensure smooth and efficient operation by managing and maintaining the President's complex calendar; scheduling meetings involving the President and constituents.
- Oversee and manage events hosted by the office, using independent judgment for modifications and last-minute changes, in communication with appropriate offices and agencies, participants, and/or guests; Prepare agendas, program, and arrange for audiovisual and associated support equipment.
- Advise the President and Chief of Staff on personnel and related operational functions to meet programmatic goals. Monitor requests and inquires, solicit status updates and lead business innovation and process improvement efforts to develop new strategic approaches and solutions.
- Effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system. Serve as the President's liaison and as appropriate, act on behalf of the President.
- Develop and provide materials, reports, and prepared communications for meetings and projects using substantial judgment in the analysis, interpretation, integration, and application of complex data and information for the development and implementation of new methods and strategic, long-term planning to meet programmatic and administrative goals. Review, draft, edit, and coordinate briefings, correspondence, reports, and other documentation.
- Manage and maintain both physical and electronic records, ensuring they are securely stored, easily accessible and well-organized
- Lead teams and implementation efforts for assigned projects; Serve as a high-level individual contributor providing expertise and functional leadership while accountable for short- and long-term goals and objectives; Evaluate and set work priorities; Provide performance feedback and determine training needs.
- Greet and receive visitors to the President's office; Refer inquiries or problems to the appropriate office or person.
- Facilitates efficient and cost-effective official travel for the President and other visitors by making travel arrangements and preparing necessary forms and reports.
- Remain competent and current through self-directed professional reading, professional development seminars, training, and/or courses as required by the President.
- Responsible for maintaining spreadsheets for tracking accounts/expenditures, pay invoices & reconcile accounts.
- Process expense reports, travel claims, domestic & international & create E-TRACs as needed.
- Demonstrate behaviors that are in line with the User-Friendly Principles (P530C) and Principles of Conduct for a Multi- Cultural University (P30D).
- Demonstrate safe work practices for oneself, others, and the office environment.
- An advanced and comprehensive knowledge pertinent to the classification and the principles of organization, administration, and management; and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports.
- A Bachelor's degree or professional training program specific to the position and directly related work experience, or a combination of education and experience which demonstrates the ability to perform the essential functions of the position.
- Incumbents at this level are capable of leading teams and implementation efforts for assigned projects, using advanced communication and listening skills.
- Bachelor's Degree.
- 5+ years of increasingly responsible executive secretarial or executive administrative experience. Must include an extensive knowledge of general office procedures and practices, and responsibility for the ongoing supervision of others. Familiarity with and/or experience in higher education settings is preferred.
- Excellent oral, written, and communication skills, that is, the ability to communicate effectively through written correspondence, as well as effective oral communications in one-on-one and group situations. A precise command of grammar, punctuation, and spelling, and mastery of the English language is required.
- Must be adept at multitasking while accurately attending to detail. Computer literacy is required, including keyboarding ability and proficiency with word processing, spreadsheets, online video conferencing applications, communicative technologies and presentation software, such as MS Exchange and MS PowerPoint. Excellent organizational skills. Must be able to work independently, use initiative, and make substantive decisions quickly. A record of inclusive conduct and evidence of multicultural skills in the workplace is preferred.
- Must possess a valid driver's license and comply with Defensive Driver's Training Program requirements if a vehicle is used to travel on official business.
- Conflict of Interest; the duties of this position include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.
- Flexible and sometimes long hours are required; some work on weekends and holidays may be required; willing and available to accompany the president and participate in community events during and outside normal business hours.
- Mandated Reporter under CANRA; considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
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