Executive Assistant to the Provost

About USC

The University of Southern California is one of the worlds leading private research universities. An anchor institution in Los Angeles a global center for arts technology and international business USCs wide variety of curricular offerings provide extensive opportunities for interdisciplinary study and collaboration with leading researchers in highly advanced learning environments.

About the Office of the Provost

The Office of the Provost provides academic leadership to the University of Southern California. Its fundamental task is to ensure excellence in teaching research and scholarship. Andrew Guzman Provost and Senior Vice President for Academic Affairs is USCs secondranking official and the Chief Academic Officer. He oversees 18 of the universitys professional schools and academic units in addition to the USC Capital Campus USC Museums the Shoah Foundation and the divisions of student life libraries student religious and spiritual life and enrollment services.

About the Opportunity

The Office of the Provost is seeking an Executive Assistant to the Provost to provide important administrative support and play an integral role on the Provost Office team. Reporting to the Chief of Staff to the Provost the Executive Assistant works closely with the Provost and Chief of Staff to manage the Provosts daytoday schedule and briefings prioritize weekly meetings and projects and facilitate communication with direct reports and the University community to ensure the Provosts daily success. This role interacts with leaders and employees across the University to ensure the Provosts priorities move forward while maintaining an efficient and collegial workspace. Proven leadership experience attention to detail strong verbal and written communication skills and the ability to preserve confidentiality are required.

The ideal candidate will have:

A commitment to quality and exhibit good professional judgment

A meticulous attention for details and accuracy

Exceptional communication skills both written and verbal

Experience working in a fastpaced highvolume executive office environment performing administrative duties and providing support to executives

Strong timemanagement skills and organizational skills to address prioritize and coordinate multiple projects problems and activities concurrently

Strength as a proactive problem solver with skills in problem identification and resolution

A professional demeanor confidence and willingness to adapt to changes and address challenges

Application Procedure:

To be considered for this opportunity please submit a cover letter with your resume this can be added at the same place in application process either as a separate document or one document with resume.

Job Responsibilities:

Manage the daily schedule of the Provost and ensure the calendar reflects the Provosts key strategic and operational time management priorities. The work includes preparing daily calendar briefings; coordinating with staff and University leaders to organize meetings; and managing logistical support including agendas materials communications space catering technology etc.

Complete administrative work for the Provost including expense reports equipment purchases vendor needs travel arrangements etc. Manage travel and purchasing logistics as well as submitting financial/travel documents and receipts on behalf of the Provost.

Supervise the Executive Administrative Assistant and Administrative Assistant II who provide scheduling and administrative support to the Vice Provosts manage reception operations and provide customer service via inperson visitors email and phone.

Assist the Chief of Staff in overseeing operations of Provosts Office including maintenance and repair of equipment and facilities; management of vendors purchasing internal requisitions and purchase orders; maintenance of office supplies. Maintain accurate secure and confidential records. Analyze department operations prepare reports with recommendations for efficiencies.

Manage administration activities for the Academic Affairs Committee of the USC Board of Trustees including meeting logistics and communications. Manage administration activities for the Deans Council including meeting logistics and communications.

Lead triage assignment response drafting and response tracking of communications received by the Provost and Provost Office including incoming phone and email correspondence. Assist in development preparation and delivery of reports publications speeches presentations official correspondence etc. as needed by Provost and the Chief of Staff.

Manage special projects on behalf of Provost and Chief of Staff. Assist in planning and administration for committees and monitor progress toward completion of assigned tasks. Ensure that committee reports and recommendations are submitted in a timely manner.

Contribute to a positive and inclusive environment that values differences by building and maintaining collaborative relationships with team members peers and partners.

In addition the successful candidate must demonstrate through ideas words and actions a strong commitment to USCs Unifying Values.

Perform other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

Minimum Qualifications

Bachelors degree

o Combined experience/education as substitute for minimum education

Five years of experience in an executive support function reporting directly to a senior leader

Supervising administrative operations of multifaceted department

Excellent written and oral communication

Working collaboratively as part of a team

Organizational skills to address prioritize and coordinate multiple problems and activities concurrently

Strong timemanagement skills and an ability to organize and coordinate multiple concurrent projects

Problem identification and resolution

Proficiency with office productivity tools and an aptitude for learning new software and system

Flexible team player willing to adapt to changes and unafraid of challenges

Ability to maintain confidentiality of information related to the company and its employees

Human resource processes

Preferred Qualifications

Masters degree

Seven years of experience in an executive support function reporting directly to a senior leader

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities duties and skills required of personnel so classified.

The annual base salary range for this position is $95000 $110000. When extending an offer of employment the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position the candidates work experience education/training key skills internal peer alignment federal state and local laws contractual stipulations grant funding as well as external market and organizational considerations.

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USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin protected veteran status disability or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance and with due consideration for patient and student safety. Please refer to theBackground Screening Policy Appendix Dfor specific employment screen implications for the position for which you are applying.

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone ator by email at. Inquiries will be treated as confidential to the extent permitted by law.

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