Executive Assistant to Vice President

Company: University of the Pacific
Location: Stockton
Posted on: February 1, 2025

Job Description:

Work performed during standard business hours, 8:00AM-5PM, M-F, occasional overtime and hours worked outside of normal schedule may be required to meet business deadlines.Position Summary InformationPrimary PurposeUnder limited supervision and direction, performs a variety of administrative and strategic support services to a Vice President as well as supporting requests from the President's Office, Cabinet, Board of Regents and other Senior Executive Administrators. Serves as a liaison between Vice President and students, faculty, the University, and external community. Handles details of a highly confidential and critical nature. Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.Essential Functions

• Serves as key contact for Vice President's office, interacting with individuals from all organizational levels of the University, local community, government, major business and professional leaders and benefactors in a professional and congenial manner.
• Provides advanced administrative support in managing Vice President's schedule, travels, projects, events and other activities to ensure utmost efficiency. This may include but is not limited to:
  • Coordinates travel arrangements both domestic and international for business related events and activities.
  • Maintains complex calendar, prioritizing multiple meetings, events, travel plans, and other appointments.
  • Coordinates logistics for meetings/events and other activities which may include catering service, technical support, meeting invitations, guests list, presenters, speakers, meeting venues, transportations and others both on and off campus.
  • Prepares agendas, presentations, board meeting materials and other documents as needed for a variety of meetings/events.
  • Animates presentations to enhance deliverability.
  • Administrates contracts with outside vendors.
  • Develops and prepares correspondence and communications using a variety of current office software ensuring that they are in University form and format customized to the audience who may be the campus community, cabinet, Board of Regents or a national exposure.
  • Provides the department with financial and budget support through monthly review of accounts, processing appropriate payment of charges, verifying expenses, monitoring Pro-card activity, timely submissions of expense payment requests.
  • Conducts research, analysis, compilation of data and synthesis of material to prepare reports for the Vice-President, senior executives, middle management and other inquiries.
  • Oversees unit's administrative tasks that may include supervision/direction/training of other administrative roles/staff and student support. Maintains, develops and improves administrative and operational processes as needed.
  • Collaborates with others to ensure division's website is relevant and current. Provides technical expertise in a wide range of University supported software applications.
  • Acts as a lead role, participates or provides support for special projects, committees, events, awards or other activities.
  • Attends meetings, takes and prepares minutes and furnishes minutes as requested.
  • Resolves routine and complex problems with minimal consultation; handles multiple assignments and prioritizes in a constantly changing work environment; recognizes and improves administrative and operational processes as needed.
  • Performs miscellaneous duties as assigned or requested.Minimum Qualifications
    • Bachelor's degree or equivalent (two years of full-time experience in the same or similar position is equal to one (1) year of completed post high school education coursework.
    • Three (3) years of experience providing senior-level administrative support.Preferred Qualifications
      • Proficiency with the full Microsoft Suite, Adobe, Visio, Zoom, AV Technologies and Website editing a plus.
      • Experience in the maintenance of confidential records and knowledge of office management principles and procedures.
      • Demonstrated ability to work independently and in a team-oriented, collaborative environment, and to use sound judgment and initiative.
      • Excellent (thoughtful & articulate) interpersonal, verbal communication and writing skills.
      • Excellent organizational and analytical skills.
      • Talent for prioritizing multiple simultaneous demands effectively and quickly shifting priorities as necessary. Responds flexibly to change.
      • Ability and willingness to establish and maintain effective working relationships with others at all levels.
      • Strong attention to detail in all tasks, ensuring accuracy, thoroughness, and quality.
      • Ability to adapt to emerging technology.
      • Demonstrated excellent and professional customer service skills.
      • Knowledge of budget analysis, management, and expense tracking.
      • Demonstrated ability to assume responsibility, anticipate needs and work effectively with minimum supervision.
      • Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
      • Experience and sensitivity in working with people of diverse backgrounds and cultures.
      • Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
      • Ability to engage and integrate culturally responsive practices and knowledge in their work.Physical RequirementsThe physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Duties require frequent sitting, repetitive use of hands and wrists while using computer keyboard and phone. Occasional walking, standing and simple grasping. Infrequent climbing stairs, bending, stooping, kneeling or reaching. May be requested to lift up to 25 lbs.Work Environment/Work Week/Travel:Work is performed in normal office environment. Work performed during standard business hours. May require non-business hours and weekends. Occasional travel both local and overnight.Valid driver's license required. Incumbent must also be able to meet the University's fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.Hiring RangeHiring Range $68,640.00 - $71,303.70 per year. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate's qualifications, internal equity, as well as market and organizational considerations when extending an offer.All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.AA/EEO Policy StatementUniversity of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.
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Keywords: University of the Pacific, San Jose , Executive Assistant to Vice President, Executive , Stockton, California