Executive Assistant to the Vice President for Academic Affai…

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Job Title: Executive Assistant to the Vice President for Academic Affairs

Department: Office of Academic Affairs

Reports to: Vice President, Academic Affairs
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JOB SUMMARY
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Reporting directly to the VPAA, the Executive Assistant provides executive support in a one-on-one working relationship with the Chief Academic Officer and will work closely with the OAA office staff. The Executive Assistant will provide advanced, diversified administrative support of a substantial and confidential nature to the VPAA and will independently and proactively solve problems and handle issues without specific instructions or with appropriate consultation. With delegated authority, the Executive Assistant will exercise discretion and judgment regarding matters of significance on behalf of the VPAA.
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JOB DESCRIPTION
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• Facilitate the efficient utilization of the VPAA’s time through development and coordination of a complex calendar of appointments and associated logistics; independently commit the VPAA’s time to those requesting access to them based on an in-depth understanding of the VPAA’s priorities and needs and their role within the university framework.

• Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff.

• Serve as a liaison between the VPAA and other university administrators, public and private officials, faculty, staff, students, and various publics served by the university by communicating and/or interpreting policy, decisions, and documents issued by the university, gathering information and providing information to the VPAA, and representing the Office of Academic Affairs in select university meetings; keep the VPAA informed of all matters requiring attention

• 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

• Independently prioritize tasks, handle matters expeditiously and proactively, help with the delegation of work across the division and follow up on projects for successful completion

• Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff.

• Supervise the Executive Assistant to the OAA, in triaging correspondence sent to the OAA email, and in planning OAA events.

ESSENTIAL QUALIFICATIONS*
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• Bachelor’s Degree required

• 4 years of progressive experience in administrative/executive support

• Ability to multitask and prioritize work with demanding time-frames;Excellent oral communication skills, including tact and diplomacy

• Exceptional written communication skills to address complex issues and present succinct, nuanced analyses.

• Outstanding interpersonal skills and the ability to work collegially and collaboratively with staff across the university, to work effectively with faculty, students, and external constituents.

• Strong service orientation, attention to detail, and ability to follow-up on issues proactively;

• Ability to use high-level discretion and maintain a high level of confidentiality;

• Ability to take initiative and work independently, and exercise good judgement to discern when it’s necessary to seek the advice of your supervisor;

• The sensitivity and ability to incorporate inclusive practices throughout your work and to work effectively with students, faculty, staff and others from diverse cultures, and social identities;

• Valid CA Driver’s license and reliable form of transportation

• Excellent attendance and punctuality, collegial and diplomatic behavior at work, and work performance to the satisfaction of management are essential functions of the position.

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PREFERRED QUALIFICATIONS
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• Familiarity with higher education environments

• Strong knowledge of office administration

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SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES
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• Highly proficient computer skills, including Microsoft Office (Word, Excel, PowerPoint), and e-mail applications),

• Proficient with Gmail, Google Docs, Google Sheets, Google Drive, Google Calendar, and Zoom

• Excellent organizational skills, and strong attention to detail

• Outstanding interpersonal skills

• Ability to establish and maintain effective working relationships with all levels of PAU employees and external business contacts

• Ability to establish priorities, organize, schedule and solve problems and tasks

• Ability to handle confidential matters

• Ability to implement change and process improvements

• Ability to perform research and prepare reports and recommendations based on findings

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Job Type: Full-time

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan
• Paid time off
• Tuition reimbursement

Schedule::

• Monday to Friday