Executive Assistant

The anticipated hiring range for this position is $65000 to $75000. Hiring offers will be determined based on the final candidates qualifications and experience. The recruiter can share more information about what the anticipated hiring salary would be based upon your specific qualifications during the selection process.

The CIA offers a substantial benefits package that includes medical coverage available at no cost to qualifying employees dental insurance vision insurance life insurance short and long term disability insurance retirement savings plan with high employer contributions a generous paid time off program and more!

As the benefits package at the CIA results in a significant value above the base hiring salary for this position we encourage you to apply so that our recruiters can share more information with you about the benefits of working for the CIA.

POSITION SUMMARY

The Executive Assistant serves as a point of contact for internal and external constituencies on matters pertaining to the Offices of the Vice President Workforce Development & Industry Solutions Vice President - Development & Alumni Relations and the Vice President - Strategic Partnerships Industry Leadership & Impact. The Executive Assistant is responsible for a broad range of activities aimed at managing and supporting the Vice Presidents in administrative technical and professional services and special projects as assigned. As these leaders responsibilities and travel requirements span multiple campuses the Executive Assistant is responsible to work proactively to improve responsiveness reduce administrative bottlenecks and free executive time for strategic priorities.

ESSENTIAL RESPONSIBILITIES

• Manages offices and acts as the primary day to day contact and administrative support for the Vice Presidents. Independently manages competing priorities and scheduling conflicts with the Vice Presidents exercising judgment to prioritize matters of urgency and importance.
• Completes a broad variety of administrative tasks including expense reports drafting/composing and preparing correspondence including confidential correspondence presentations documents and other special correspondence.
• Serves as primary liaison between the offices staff members faculty external partners donors guests and the general public who seek assistance.
• Leads and/or supports special projects and initiatives as assigned managing timelines stakeholders budgets and deliverables.
• Evaluates processes andidentifyopportunities to improve efficiency effectiveness and impact across presidentialprojects and events.
• Researches prioritizes and manages incoming issues and concerns addressed to the Vice Presidents including those of a sensitive or confidential nature. Resolves issues independently determining the appropriate course of action referral or response.
• Manages Vice Presidents calendars appointments and travel coordinates logistics of travel creates travel agendas processes invoices and reconciles receipts and monthly expense/credit card statements. Develops itineraries and books all travel needs including but not limited to flights hotels rental cars and restaurant reservations. Ensures Vice Presidents have all travel-related materials travel documents and agendas in advance of trips.
• Coordinates campus visits across CIA locations (Hyde Park Copia Greystone San Antonio) books reservations and organizes special details in support of guest experience goals.
• Prepares briefings itineraries and other special communications related to campus visits donor meetings and guest engagements.
• Coordinates meetings times and locations; notifies participants prepares agendas and sends confirmations.
• Facilitates smooth flow of information between Vice Presidents offices and the broader CIA community.
• Researches and prepares special reports presentations and materials as assigned by the Vice Presidents.
• Any and all other duties as assigned.

REQUIRED QUALIFICATIONS

Education:

• Associates degree required.

Experience:

• Minimum of five (5) years of administrative/executive support experience ideally supporting senior leaders in high-end luxury hospitality higher education or other guest-focused institutions.

PREFERRED QUALIFICATIONS

• Bachelors degree preferred.
• Strong interest in culinary arts hospitality and mission-driven work preferred.
• Experience supporting multiple executives simultaneously a plus.
• Prior higher education or hospitality industry experience.
• Notary Public.

REQUIRED SKILLS

• Strong teamwork and interpersonal skills; ability to be adaptable dependable and handle multiple priorities simultaneously.
• Demonstrated ability to show a high level of service responsiveness to customers.
• Excellent customer service and conflict resolution skills.
• Ability to use sound judgment and discretion in handling sensitive issues with confidentiality and discretion.
• Excellent written verbal communication and presentation skills required. Must have demonstrated ability in organizational time management problem solving and interpersonal skills.
• Must have a proven consistent track record showing the ability to work with all levels within an organization.
• Strong computer experience which must include abilities to work effectively with MS Office suite products i.e. Word Excel PowerPoint.
• Ability to read analyze and prepare basic financial/expense reports.

WORKING CONDITIONS

• Regular work requires the use of a computer sometimes in excess of eight (8) hours per day.
• Must be available to work nights weekends and alternate schedule as required due to business needs.
• Able to travel domestically on an occasional basis to support business needs.

Required Experience:

IC