Executive Assistant, Office Of The President (30328)

Position Title: Executive Assistant
Department Name: Office of the President
Position Reports To: President of Golden Gate University
FLSA STATUS : Salaried (Exempt)
Salary Range: $64,480 - $80,000
Benefits: The University's comprehensive benefits program
Days & Hours: Monday through Friday, 37.5 hours per week. Standard work schedule is 9:00 am to 5:30 PM, may be adjusted. Flexible schedule may require evening and weekend hours during peak periods.
Basic Function And Scope Of Job
The Executive Assistant to the President reinforces a culture of positivity and professionalism while assisting the President in managing key relationships across the university community.
This position serves as the primary point of control for all scheduling and high-level administrative support for the Office of the President, ensuring that the time and travel of the President is prioritized and well-coordinated.
The Executive Assistant is responsible for professionally communicating to participants the purpose and agenda of all engagements; managing necessary audio-visual and other logistical supports (travel, food, etc.); and performing complex and diverse duties in support of the President, and the Office of the President.
Anticipates and initiates actions regarding office operations requiring in-depth knowledge of the organization and other departments. Requires interpretation and resolution of highly varied situations and problems.
Essential Functions
The Executive Assistant performs the following essential duties:

• Assist with project management and planning of events, collaborating as needed with staff from various departments to develop the structure and execution of events. This includes:
• Manage all aspects of travel arrangements, including ground, air and accommodations, and last-minute or mid-trip changes.
• P reparing documents, reports, agendas, presentations, and related materials for meetings and projects.
• Maintain accurate confidential files and data records.
• Interface with trustees, faculty, staff, alumni, students, guests, external vendors, and other key stakeholders as they relate to managing the appointments and meetings for the President, as well as the Presidents participation in internal and external events, meetings, and trips. In particular:
• Planning meetings and managing logistical and support resources (audio-visual, food/beverages, signage, room set-ups, etc.) to develop such events ;
• Interact with all levels of internal and external staff with professionalism and empathy
• Prepare a weekly briefing report with action items needed.
• Manage the Presidents calendar, coordinating in detail the logistical arrangements for all meetings and conferences.
• Maintain a master calendar, including PTO requests and travel for the Presidents direct report.
• I dentify appropriate engagement opportunities as well as produce and/or compile final preparation/briefing materials for the President.
• Utilize strong judgment in managing priorities of requests and escalating as necessary for resolution and/or prioritization.
• Other duties as assigned.
• M anage the allocation and use of the time of the President to optimize availability and alignment with established priorities and vision;
• Draft letters and other correspondence; including triaging and drafting replies to emails
• Manage confidential issues and information with discretion as well as ethical and professional judgment.
• Manage all expense accounting reporting and documentation as well as reimbursement when necessary.
• Take meeting notes as needed (including for Board of Trustee meetings), synthesize strategic priorities, distribute in a timely manner and follow-up on action items as needed
• Communicate directly, and on behalf of President internally and to outside agencies, vendors, and occasionally with GGU board.
• Manage the daily operations of the Office of the President, including answering incoming calls, sorting and distributing mail and other incoming requests, as well as greeting and providing in-person support for office visitors.
• Develop and maintain protocols and processes for communicating with stakeholders and securing appointments;
• Publish and keep current all document directories and group email lists associated with the presidents office.

• Bachelors degree; or commensurate experience.
• Knowledge of:
• Education requirement:
• Superior time management, task management, and customer service skills.
• Minimum of three years of advanced level experience in a similar role
• Sensitivity to confidential matters required.
• Strong skills in Microsoft Office suite, computer, and internet research skills.
• Direct job-related requirements:
• Skills and abilities:
• Flexibility, excellent people skills, project coordination experience, and the ability to work well with all levels of internal management and staff, faculty, alumni, students as well as outside clients and vendors.
• Attention to detail is essential.
• Years of experience:
• The ideal candidate will have strong written and verbal communication skills, and a clear ability to multi-task in a fast-paced environment.

Supplemental Information
To apply: Please go to http://www.ggu.edu/jobs to submit an application, letter of interest, and a resume.
In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third-party background check.
Golden Gate University is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.
University policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g., family medical or pregnancy leave), or on any other basis protected by applicable laws.
The University has a strong commitment to the principles of diversity and inclusion, and to maintaining working and learning environments that reinforces these practices. The University welcomes and encourages applications from all especially women, minorities, people of color, veterans, persons with disabilities, and members of the LGBTQI community.
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