Executive Assistant to the Vice President for Student Affairs

$75,000 - $85,000/Yr

Mount Saint Mary's University - Los Angeles, CA

Full-time - Mid Level

Los Angeles, CA

Educational Services

About the position

The Executive Assistant to the Vice President for Student Affairs plays a crucial role in providing comprehensive administrative support to the Vice President, ensuring the smooth operation of the office and the effective promotion of the University and Division programs, policies, and services. This position is integral to the daily operations of the Division of Student Affairs, contributing to the overall mission of enhancing student success. The Executive Assistant will manage communication with various departments, the Board of Trustees, and the broader university community, ensuring that the Vice President is well-informed and prepared for all engagements. The role involves a variety of responsibilities, including calendar management, where the Executive Assistant will schedule meetings, coordinate travel, and ensure that the Vice President is prepared with all necessary materials. Communication management is also a key aspect, as the Executive Assistant will draft and manage correspondence, screen calls, and serve as a liaison between the Vice President and other departments. Additionally, the Executive Assistant will provide general office management, oversee budget development, and assist in financial processes, ensuring accuracy and timeliness in all budget-related tasks. Moreover, the Executive Assistant will exercise discretion and confidentiality in handling sensitive information, manage project timelines, and support the execution of university-sponsored activities. This position requires a proactive approach to problem-solving and the ability to foster positive relationships within the Division and with external constituents. The Executive Assistant will also represent the Division on various committees and contribute to the strategic planning efforts of the Division of Student Affairs.

Responsibilities

• Manage the calendar for the Vice President for Student Affairs, including scheduling meetings and coordinating travel arrangements.
• Draft and manage correspondence for the Vice President, ensuring effective communication with various stakeholders.
• Provide comprehensive office management, including organizing meetings and maintaining records.
• Assist in the development and management of the annual budget for the Division of Student Affairs.
• Maintain accurate records of purchases and oversee payroll functions related to the Vice President's budget.
• Coordinate logistics for meetings and events, including compiling reports and creating meeting materials.
• Exercise discretion and confidentiality in handling sensitive information and student-related issues.
• Support project management efforts and ensure timely completion of assigned projects.
• Represent the Division on various committees and assist with university-sponsored activities.

Requirements

• Strong working knowledge of office environment, policies, procedures, and standard office equipment.
• Demonstrated knowledge of supervisory/management principles and office management operations.
• Strong knowledge of budget planning, development, and management.
• Proficiency in Microsoft 365 applications, including Word, Excel, Teams, and PowerPoint, as well as Zoom.
• Basic knowledge of higher education and student development is preferred.
• Ability to effectively organize, prioritize, and handle multiple tasks to meet deadlines.
• Strong communication skills, with the ability to build rapport with diverse populations.
• Analytical and detail-oriented, with strong problem-solving skills.
• Ability to exercise sound judgment and make quick decisions.

Nice-to-haves

• Experience in a higher education environment is preferred.
• Familiarity with student development principles and practices.

Benefits

• Competitive salary range of $75,000.00 - $85,000.00 annually.
• Opportunities for professional development and growth within the university.
• Supportive work environment that values diversity and inclusion.