Executive Assistant (H) - Room for Advancement

Executive Assistant 1307617 (H)

A leading University is seeking an Executive Assistant. The successful candidate will play an important role in providing the university’s donors with the service and attention that ensures an exceptionally positive and fulfilling philanthropic experience. The ideal candidate has demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications. The company offers a great work environment!

Executive Assistant Pay and Benefits:

• Hourly pay: $26/hr
• Worksite: Leading University (Palo Alto, CA 94304 - Hybrid (onsite 2-3 times/week))
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 6 Month Assignment

Executive Assistant Responsibilities:

• Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the Associate Dean, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the Associate Dean.
• Act on behalf of the Associate Dean in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgement to keep supervisor informed of all matters that require his/her attention.
• Serve as liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Associate Dean informed of all matters require his/her attention.
• Independently prioritize, plan, coordinate and/or oversee logistics for meetings, conferences, and special events with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.
• Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
• Manage complex business travel in compliance with unit, university, and sponsor policies.
• Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
• Oversee and process a variety of routine financial transactions (reimbursement, purchasing, and invoicing), which may include researching and resolving discrepancies.
• Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties to ensure deadlines are met.

Executive Assistant Qualifications:

• High school diploma and 5 years of relevant experience or combination of education and relevant experience.
• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Ability to multi-task, adapt to changing priorities and meet deadlines.