Executive Administrative Assistant – San Diego Campus

Executive Administrative Assistant – San Diego CampusReports to: President and Chief Financial Officer (joint reporting responsibility)Department or Division: AdministrationJob Classification: Non-ExemptLocation: San Marcos, CA CampusJob Functions: Serves as executive assistant to University President and Chief Financial Officer(CFO)The primary responsibility is the coordination and performance of office administrative tasks whilemaintaining a professional atmosphere. Provide high-level administrative support by conductingresearch, preparing statistical reports, handling information requests, and performing clerical functionssuch as preparing correspondence, receiving visitors, arranging conference calls, arranging travel andscheduling meetings. The administrative assistant must take information and store it, retrieve it, anddistribute it to the employees and outside constituents of the institution.Essential Responsibilities:1. Provide administrative support2. Liaison between University President and Board of Trustees. As such, works with President andBoard Chair to draft agenda for meetings and provide appropriate materials. Also coordinatespresence and schedules of appropriate individuals at Trustees meetings.3. Recording secretary for Board of Trustees, Executive Committee, Direct Report meetings andother minutes of meetings when requested by either President or CFO.4. Prepares correspondence for signature of President and CFO, including initiation of owncorrespondence where appropriate.5. Schedules meetings and appointments of President and CFO and keeps abreast of calendars forboth; serves as gatekeeper to those seeking information and/or appointments6. Takes and distributes telephone messages for President and CFO.7. Processes mail and e-mail for President and CFO.8. Arranges travel details for President and CFO, including working with outside travel agencies.9. Serves as coordinator and recordkeeper of WASC institutional accreditation reports and meetings.10. Assists with professional publications/presentations of University President and/or CFO.11. Updates university program information on APTA website.Other Responsibilities:1. Assists other individuals performing administrative functions of University as requested and timepermits as otherwise prioritized by either President or CFO.2. Other duties as assigned by President or CFO.Qualifications (Personal Attributes):1. Professional appearance and demeanor at all times.2. Good organization skills; manage deadlines well3. Attention to detail.4. Diplomatic skills, handles confidential information with discretion5. Possesses advanced computer skills6. Exhibit excellent customer service skills

Education/Experience:1. At least high school diploma, with associate degree preferred.2. Two years of experience as administrative assistant in business or education-related environment.3. Clerical skills subject to professional testing and acceptable performance (familiarity withMicrosoft Office products).Date Prepared: March 2011