About the position
The Executive Assistant provides administrative support to the Associate Vice President (AVP) for Student Health and select members of the Counseling and Mental Health (CMH) leadership team and is responsible for scheduling and coordination of meetings/seminars/travel, coordinating priorities throughout the day, and performing independent and collaborative projects as needed. Provides general and complex administrative support for the AVP and CMH Directors Team. Responsible for organizing office functions, liaising with high-level campus partners and business contacts, maintaining a complex calendar by setting up and executing virtual and in-person meetings, project coordination and presentation, managing records including meeting minutes and policies, and conflict resolution for leadership scheduling requirements. Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures. Prepares and sends organization-wide communications. Make travel arrangements and process expense reports in a timely manner utilizing corporate web-based tools. Work with customers, executive leaders and other administrative personnel within the division and business management function in support of projects and tasking as required. Maintains excellent prioritization skills and practices the upmost discretion. This position is considered a confidential employee.
Responsibilities
- Responsible for coordinating schedule, including arranging meetings and appointments for the AVP and other CMH leaders as requested by the AVP.
- Manages small projects to completion. Prepares presentations as necessary.
- Tracks CMH Directors Meetings and designated committee minutes. Forwards as appropriate for additional review and approval. Follows established processes for posting and filing.
- Responsible for functioning as liaison between other Executive Assistants and Administrative Assistants to ensure equitability in productivity and cohesive work environment.
- Responsible for providing research and administrative support to special projects, preparing data and follow-up projects as directed.
- Responsible for coordination and confirmation of travel arrangements, including lodging and airline and/or automobile reservations, preparation of travel authorization forms and expense reports as directed.
- Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
- Reviews and prioritizes all incoming correspondence. Determines actions required and follows through to completion. Researches and drafts responses on behalf of executive, refers to executive's direct reports for action, or refers to executive for personal reply.
- Facilitates communications between executive and his/her direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action.
- Interacts with university offices on behalf of an executive to facilitate communications and critical information exchange. Handles all assigned communication and correspondence including sensitive and confidential matters. Represents supervisor through telephone and personal contacts, as needed.
- Responsible for maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature.
- Responsible for processing calls from patients, their families and the general public by assessing the urgency of the situation and suggesting appropriate referrals or informing the appropriate Administrative Representative(s) when the situation warrants his/her attention.
- Plans meetings and events hosted by the AVP. Coordinates arrangements with internal and/or external vendors to include travel, lodging, refreshments, guest speakers, and presentation materials and equipment. Attends events to ensure arrangements are handled according to plan and as a representative of the executive.
- Maintains repository of vendor contracts and tracks contract expiration. Order and reconcile supplies and other purchases.
- Prepares meeting minutes.
- Reviews drafts and finished documents for appropriate grammatical usages.
- Responsible for performing other duties as directed by leadership.
Requirements
- High School or equivalent
- 3 years Previous administrative experience in senior executive setting
- Typing at 60 + WPM.
- Transcription and mathematical aptitude.
- Demonstrates excellent verbal and written communication skills.
- Computer literacy in word processing, spreadsheets, etc.
- Microsoft Office knowledge.
- Organization/time management skills.
- Able to function independently and as a member of a team.
Nice-to-haves
- Bachelor's Degree
Benefits
- Hourly rate range for this position is $33.00 - $54.02.
- USC is a smoke-free environment.
- USC provides reasonable accommodations to applicants and employees with disabilities.
