Executive Assistant to the President
- Job posted by California Institute of Integral Studies
Details: Yearly Salary
California Institute of Integral Studies (CIIS) is an internationally-recognized leader in integral education. CIIS has an enrollment of more than 1,600 students pursuing degrees in a variety of academic programs in its schools of Consciousness and Transformation, Professional Psychology and Health, Undergraduate Studies, and American College of Traditional Chinese Medicine. In addition, CIIS hosts a vibrant art exhibition program through The Arts at CIIS, and offers a dynamic array of events through its Public Programs & Performances division, including workshops, concerts, and conferences. The University provides low-cost mental health and acupuncture services to the San Francisco Bay Area through its 10 award-winning counseling and acupuncture clinics. CIIS is accredited by the Western Senior College and University Commission (WSCUC) and Accreditation Commission for Acupuncture and Oriental Medicine (ACAOM).
The Executive Assistant is responsible for a variety of highly-responsible, diverse, complex, and sensitive assignments in support of the President, including the coordination of functions, communication of policy, researching information, preparation of reports, and other administrative and secretarial tasks. The Executive Assistant is expected to process administrative details not requiring the immediate attention of the university President. Serving as staff secretary to the Board of Trustees, the Executive Assistant provides organizational support for Board meetings and tracks agenda items and follows up. The position requires a substantial amount of tact, judgment, and initiative. The incumbent is required to be self-directed and able to exercise discretion and judgment; the ability to maintain confidentiality is essential.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Coordinate the President's activities, including management of a complex calendar, travel arrangements and associated logistics. Independently commit the President's time to those requesting access to her based on an in-depth understanding of the President's priorities and needs.
- Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including trustees, senior-level staff, donors, faculty, students, and alumni; attend meetings and take notes, prepare and distribute agendas and background materials as appropriate.
- Serve as the President's liaison to various internal and external constituencies, including screening correspondence and telephone calls; respond to sensitive questions, complaints, and requests for information; keep the President informed of all matters requiring her attention.
- Compose correspondence; develop, review and edit presentations and documentation.
- Independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes; prepare and distribute narrative, statistical, and financial data, recommendations, and alternatives as requested; verify and review forms and reports for completeness.
- Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the President; follow up with appropriate parties to ensure deadlines are met.
- Organize and maintain the workings of the President's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments.
- Assure that Board of Trustees' agenda items and supporting documents are developed, prepared, received, and forwarded in a timely manner; assure that the President receives timely notification of Board requests for information or action and that the Board receives information and notification of action taken as requested; organize logistics for Board and committee meetings; organize and store all Board records.
- Utilize various computer applications and software packages; enter, update, correct, and extract information; maintain and generate reports from a database or network system.
- Perform related duties as required.
- Bachelor's degree and six years of increasingly-responsible relevant experience or combination of education and relevant experience.
- Demonstrated extensive high-level administrative experience supporting senior-level individuals.
- Excellent verbal and written communication skills, including editing and proofreading.
- Excellent planning and organizational skills.
- Demonstrated ability to handle sensitive issues and maintain confidentiality.
- Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
- Contextual understanding of President's role within the university framework.
- Demonstrated ability to work as part of a team.
- Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
- Ability to adapt to changing priorities and meet deadlines.
- Demonstrated experience with Microsoft Office software and email applications.
SALARY AND BENEFITS
Salary commensurate with skills and experience.
NOTES TO CANDIDATE
- Working Conditions -- Duties are primarily performed in an office environment at a desk or computer terminal, typically, Monday through Friday.
- Background Check -- Due to the sensitivity and requirements of our positions, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
- Visa Sponsorship -- Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
- Relocation Assistance -- This position is not eligible for relocation assistance.
EQUAL EMPLOYMENT OPPORTUNITY POLICY
CIIS is committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation and inclusion of U.S. historically under-represented people of color, international, bilingual and bicultural students, faculty and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI).
Screening begins immediately and will continue until the position is filled.
Using the Apply Now link, please submit a Resume and Cover Letter online.
Level of Language Proficiency
Minimum Education Required