Executive Assistant 1

The executive assistant 1 (EA1 provides administrative support to the senior director of corporate and community partnerships and assists with daily operations of University Events and Partnerships (UE&P). The EA1 makes appointments and manages the calendar; coordinates logistics for meetings on and offcampus with external constituents prospective sponsors and community partners; assists with travel arrangements; and processes expense reports payments and reimbursements. This position is responsible for prioritizing multiple assignments and executing departmental tasks including but not limited to event support and special projects. The EA1 interfaces with campus partners corporate representatives and vendors on matters such as guest lists community event participation and marketing collateral. This position will utilize advancements CRM system to review confidential records input contact reports and prepare and/or request reports. The EA1 will represent the senior director and UE&P on the phone and in person to constituents faculty students alumni parents and university leadership as appropriate. In the absence of UE&Ps office manager this position will assist the associate vice president as appropriate.

Duties and Responsibilities:

Administrative Support:

• Provide comprehensive administrative support to the senior director and assist UE&P team members with general projects and time critical assignments.
• Create and maintain a professional and welcoming environment for the office and provide exceptional customer service to those interacting with UE&P; remain poised and diplomatic in all situations.
• Coordinate meeting logistics prepare agendas and minutes; make travel arrangements and schedule appointments; compose edit and transmit correspondence/partnership materials.
• Process expense reports payments and reimbursement requests using Concur and Workday Financials.
• Working with Advancement Services submit data requests and gift/sponsorship processing forms; request detailed research for prospective corporate partners/donors to the university.
• Review confidential records input contact reports pull detailed lists verify account attribution monitor gifts/sponsorships for status changes and prepare reports and research as directed using CRM database (Salesforce).
• Responsible for the organization and maintenance of both electronic and paper files including responding to and routing emails coming into the delegate email account.
• Track and adjust office workflow in an environment with continually shifting priorities for maximum efficiency; ensure deadlines are met on a daily basis.
• Answer and screen phone calls; take comprehensive detailed messages; route callers to appropriate staff members; problem solve inquiries with thorough knowledge of USD organizational structure personnel university policy divisional procedures and office protocols.
• Delegate projects and direct workflow to designated student worker(s) and interns as appropriate.
• As determined by the senior director perform other duties as assigned.

Event Support:

• Provide administrative support to department team members responsible for special events academic events and commencement ceremonies.
• Assist the event production teams with a variety of tasks including but not limited to:
  • Track event attendance create nametags distribute tickets and event recognition signage;
  • Track auction items and donations update CRM database with guest/donor/sponsor information;
  • Create and distribute event reports.
• Coordinate with senior director or event lead on print and electronic mailings invitations event and marketing materials sponsorship fulfillment packages and personalized follow up.
• Assist with special events that facilitate interaction between offcampus constituents and the oncampus community (e.g. YMCA MLK Jr. Human Dignity Award Breakfast Linda Vista MultiCultural Fair and Parade and local arts partnerships).
• Interact in a professional and respectful manner with a variety of event honorees guests and sponsors including the universitys president trustees highlevel administrators donors alumni and parents.
• As needed solicit bids from external service providers set up vendors in accordance with Procurement practices track and process vendor invoices.
• Adhere to the policies and procedures set forth by Finance Accounts Payable Torero Travel & Expense and the Office of General Counsel.
• Attend events in person to assist with dayof logistics including but not limited to set up registration checkin and tear down.

Special Conditions of Employment:

• The Office of University Events and Partnerships works closely with the departments within University Advancement the Office of the President senior administrators (vice presidents deans) as well as university trustees and benefactors. It is essential that individuals who work within the scope of the offices responsibilities have the creativity and flexibility to deal with a multitude of new or emerging projects throughout the year.
• Must possess a valid California drivers license. Must be willing to drive university or personal vehicle to on and offcampus locations to deliver equipment and/or supplies and attend events.
• Must be willing to frequently work after standard work hours and on weekends depending on the nature of the event or activity.

Background check: Successful completion of a preemployment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Minimum Qualifications:

• Requires a high school diploma.
• Minimum of two years related work experience including an understanding of standard office procedures and best practices equipment and business/professional ethics. Two years of college education may substitute for one year of work experience.
• Must possess a valid California drivers license.

Preferred Qualifications:

• Bachelors degree.

Performance Expectations Knowledge Skills andAbilities:

• Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills
• Must exhibit attention to detail with a high degree of accuracy and excellent organizational skills.
• Must be able to respond to unanticipated situations and shift priorities at a moments notice while remaining calm in unpredictable challenging situations.
• A commitment to quality clientoriented service.
• Must conduct oneself and respond to all complaints and problems in a manner that is consistent with the values and mission of USD.
• Experience using Microsoft Office and Google applications; experience with CRM platforms; ability to learn new computer programs quickly and efficiently.
• Must be friendly and personable; mature with a positive attitude.
• Commitment to working as a member of a team and collaborate with colleagues.
• Strong sense of integrity and ethical conduct.
• Cultural competency and sensitivity a must; ability to understand different cultural contexts and viewpoints demonstrate respect for others adapt to different cultural settings; and accept cultural differences
• Ability to problem solve and anticipate the needs of the department; be responsive and flexible in order to contribute to evolving work situations.
• Ability to perform complex clerical functions and make accurate databases updates with a minimum of supervision.
• Must exercise sound judgment and independent initiative on a wide range of assignments and special projects.
• Communicate with clarity and maintain an attitude that conveys respect cooperation honesty and resourcefulness.
• Must have the ability to act with tact and diplomacy and handle confidential information with discretion.
• Knowledge of USDs policies and procedures.

Tools and Equipment Used:

• Desktop/laptop computers database and reporting systems (Workday Concur Salesforce/Affinaquest OneCause) Microsoft applications (primarily Excel Word and PowerPoint) DocuSign Adobe Creative Cloud Canva Google applications Zoom printer telephone copy machine related office equipment automobile and golf cart.

37.5 Hours per week

Closing date:Open until filled