Executive Assistant

The Executive Assistant provides administrative support to the Associate Vice President (AVP) for Student Health and select members of the Counseling and Mental Health (CMH) leadership team. This role includes scheduling and coordination of meetings, seminars, and travel, as well as performing independent and collaborative projects as needed. Responsibilities also involve general and complex administrative support, organizing office functions, liaising with high-level campus partners and business contacts, maintaining a complex calendar, managing records, and conflict resolution for leadership.

Essential Duties:

• Coordinate schedule, including arranging meetings and appointments for the AVP and other CMH leaders.
• Manage small projects to completion and prepare presentations as necessary.
• Track CMH Directors Meetings and committee minutes, ensuring proper posting and filing processes.
• Act as a liaison between Executive and Administrative Assistants to ensure productivity and cohesion.
• Provide research and administrative support to special projects, preparing data and follow-up projects as directed.
• Coordinate and confirm travel arrangements, including lodging and transportation, and prepare expense reports.
• Exercise sound judgment in resolving complications outside the scope of authority.
• Review and prioritize incoming correspondence, determining necessary actions and follow-through.
• Facilitate communications between executives and their direct reports.
• Engage with university offices to facilitate communication and information exchange.
• Maintain security of sensitive information, ensuring confidentiality.
• Process calls from patients and the public, assessing urgency and making appropriate referrals.
• Plan meetings and events hosted by the AVP, coordinating with vendors and ensuring smooth execution.
• Maintain repository of vendor contracts and track contract expiration; order and reconcile supplies.
• Prepare meeting minutes and review documents for grammatical accuracy.
• Perform other duties as directed by leadership.

Required Qualifications:

• High School diploma or equivalent.
• 3 years of administrative experience in a senior executive setting.
• Typing speed of 60+ WPM.
• Transcription and mathematical aptitude.
• Excellent verbal and written communication skills.
• Computer literacy in word processing and spreadsheets.
• Knowledge of Microsoft Office.
• Strong organizational and time management skills.
• Able to function independently and as a team member.

Preferred Qualifications:

• Bachelor’s Degree.

Required Licenses/Certifications:

• Fire Life Safety Training (LA City), required within 30 days of hire if not already certified.

The hourly rate range for this position is $33.00 - $54.02.