Executive Assistant

Saint Mary's College Of California - Moraga, CA

Full-time - Mid Level

Moraga, CA

Educational Services

About the position

The Executive Assistant at St. Mary's College of California serves as the primary point of contact for the Facilities Services Department, providing essential administrative and clerical support to the Vice President and department leadership. This role emphasizes high-quality service, adherence to established policies, and the development of efficient workflow processes. The Executive Assistant is also responsible for recruiting, training, and supervising student staff, ensuring operational excellence within the department.

Responsibilities

• Provide administrative support to the Vice President of Facilities Services.
• Coordinate recruitment and onboarding processes for new employees.
• Manage the Vice President's calendar and schedule meetings.
• Assist with departmental work order data entry and reporting.
• Develop and maintain office filing systems for departmental documents.
• Manage front office operations, including customer service and phone inquiries.
• Support the Office of Meetings, Events & Conference Services with administrative tasks.
• Process check requests and reimbursements for the department.
• Assist with departmental contracts and purchasing processes.
• Supervise and train student staff, ensuring quality service.

Requirements

• College Degree required; advanced degree preferred.
• 3 years of relevant experience required; 5 years preferred.
• Strong computer skills, including proficiency in office software.
• Excellent written and verbal communication skills.
• Experience in employee evaluation and supervision.

Nice-to-haves

• Experience in a higher education environment.
• Familiarity with Facilities Services operations.
• Knowledge of event planning and coordination.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Professional development opportunities.