Executive Assistant to the Chief of Staff - Santa Clara, United States - Santa Clara University

Description

Position Title:
Executive Assistant to the Chief of Staff


Position Type:
Regular


Hiring Range:

Hiring Range:
$29.38 to $33.77/hour; commensurate with experience


Pay Frequency:
Hourly

For full consideration, applications should be received by May 3, 2024.

Position Purpose

The Executive Assistant (EA) is a part-time (.50FTE) position that is responsible for management of the front desk, greeting and assisting guests/visitors, and ensuring a positive experience for everyone who visits the Office of the President.

Additionally, the position is responsible for a full range of executive support and administrative functions for the Chief of Staff (COS) with an emphasis on service.

The EA's responsibilities include greeting guests; managing and responding to inquiries; providing excellent customer service; calendar management for the COS; administrative support; coordination of meetings and events for the COS; facilities management for the Office of the President; and routine financial transactions and financial reports; The incumbent serves as a liaison between the COS and other constituencies both internal and external and must be able to work independently with little supervision.

Essential Responsibilities

A. Front Desk Management

• Greet, welcome and provide hospitality to guests and visitors in a friendly, courteous and professional manner.
• Manage communication as it is received (i.e. respond to inquiries, record and route messages, route requests to appropriate individuals, etc.)
• Answer and direct incoming phone calls promptly and courteously. Handle inquiries and provide accurate information.
• Manage the reception area, ensuring it is clean, organized, and presentable.
• Manage the President's Conference Room, ensuring it is clean, organized, and set up.
• Uphold a high standard of hospitality and professionalism.
• Create a welcoming atmosphere for guests, making them feel valued and comfortable.
• Address and resolve issues or complaints with a positive and solution-oriented approach.
• Communicate effectively with guests/visitors, colleagues, and other departments.
• Relay information to the relevant staff members in a timely manner.
• Anticipate and fulfill guests'/visitors' needs to enhance their overall experience.

B. Administrative Support

• Effectively manage the calendar for the COS, including scheduling and screening appointments, meetings, and events;
• Prepare, compile and manage background materials and information for internal and external appointments and meetings; ensure materials are timely, current and available in advance of meetings.
• Make travel and accommodation arrangements as needed.
• Maintain appropriate filing systems to ensure organization and quick retrieval.
• Conduct research, assemble and analyze information to draft correspondence, reports, and presentations. Perform word processing, photocopying, faxing, drafting and proofreading correspondence, reports and other materials.
• Schedule Media Services and Facilities support as necessary.
• Prepare routine financial transactions and reports according to University policies and procedures.
• Handle confidential and sensitive information.
• Perform other responsibilities and special projects as needed or assigned to support the COS.
• Provide back-up to the Executive Assistant to the President in their absence.

C. Meeting and Events

• Plan and coordinate events and meetings hosted by the COS, to include scheduling venues, tech support, food and beverage service, and other logistics.
• Assist in supporting Board of Trustees meetings, Convocation, State of the University, Commencement and other events and meetings as assigned.
• Schedule room reservations as needed.

D. Provides Work Direction

• May supervise student assistants

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Knowledge

• Strong understanding of Santa Clara University's Catholic identity and Jesuit educational mission and a commitment to further its vision, mission, and values.
• Experience in developing communications and handling sensitive and confidential correspondence.
• Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.
• Ability to produce well written materials, with attention to accuracy, grammar and messaging.
• Experience providing exemplary customer service to internal and external visitors.

Skills

• Excellent planning, organizational and time management skills
• Excellent writing, editing, and communication skills
• Excellent interpersonal skills
• Professional, customer service-oriented demeanor
• Diplomacy and tact
• Team oriented with a willingness to take initiative and be flexible
• A thoughtful listener, strategic thinker, and strong communicator
• Attention to detail

Abilities

• Demonstrated ability to prioritize, meet deadlines, and maintain a high level of performance
• Warm and welcoming demeanor.
• Demonstrated strong commitment to delivering exceptional customer service.
• Demonstrated ability to maintain a high degree of confidentiality and use discretion
• Demonstrated ability to work as part of an office team
• High degree of proficiency with Microsoft Office and Google Workspace Apps
• Ability to comfortably interface with Jesuit Community, Board of Trustees, senior leadership, campus departments, faculty, non-profit community, industry executives/CEO's
• Ability to establish credibility with broad and diverse constituencies within a complex organization
• Acumen to handle complex situations and multiple responsibilities simultaneously; ability to prioritize tasks for long term projects with the urgency of immediate demands on operations
• Agility and inclination to advance complex projects and solve problems collaboratively, coupled with the willingness to act resourcefully, authoritatively and resolutely

Education and/or Experience

• Bachelor's Degree required or equivalent related experience
• Minimum of 5 years of directly related experience at the Executive Assistant level

E. PHYSICAL DEMANDS

• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.
• May be required to occasionally travel to outside customers, vendors or suppliers. Must have valid driver's license.
• May be required to take class/test to operate golf cart.
• May at times require physical labor.

F. WORK ENVIRONMENT

• Typical office environment
• Mostly indoor office environment
• Offices with equipment noise
• Offices with frequent interruptions

COVID-19 Statement

The health and safety of the university community is a top priority.

All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption.

Please visit our COVID-19 webpage for additional information.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action.

Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally.

Information about Title IX can be found at Information about Section 504 and the ADA Coordinator can be found at , , Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.

To view the Santa Clara University report, please go to the Campus Safety Services website .

To request a paper copy please call Campus Safety at The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act.

All applicants desiring an accommodation should contact the Department of Human Resources, and and request to speak to Indu Ahluwalia by phone at or by email at