Executive Assistant 1
Position Title & Department: Executive Assistant 1; University Events and Partnerships
Posting #: 5153
Department Description:
A department within the division of University Advancement, the Office of University Events and Partnerships primary function is to provide strategic guidance, event management and services for high level, university-wide events as well as develop mutually beneficial corporate university partnerships in support of special events and other university initiatives at the University of San Diego.
University Description:
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.
Detailed Description:
The executive assistant 1 (EA1) provides administrative support to the senior director of corporate and community partnerships and assists with daily operations of University Events and Partnerships (UE&P). The EA1 makes appointments and manages the calendar; coordinates logistics for meetings on and off-campus with external constituents, prospective sponsors, and community partners; assists with travel arrangements; and processes expense reports, payments, and reimbursements. This position is responsible for prioritizing multiple assignments and executing departmental tasks including but not limited to event support and special projects. The EA1 interfaces with campus partners, corporate representatives, and vendors on matters such as guest lists, community event participation, and marketing collateral. This position will utilize advancement's CRM system to review confidential records, input contact reports, and prepare and/or request reports. The EA1 will represent the senior director and UE&P on the phone and in person to constituents, faculty, students, alumni, parents, and university leadership, as appropriate. In the absence of UE&P's office manager, this position will assist the associate vice president, as appropriate.
Duties and Responsibilities:
Administrative Support:
- Provide comprehensive administrative support to the senior director and assist UE&P team members with general projects and time critical assignments.
- Create and maintain a professional and welcoming environment for the office and provide exceptional customer service to those interacting with UE&P; remain poised and diplomatic in all situations.
- Coordinate meeting logistics, prepare agendas and minutes; make travel arrangements and schedule appointments; compose, edit, and transmit correspondence/partnership materials.
- Process expense reports, payments, and reimbursement requests using Concur and Workday Financials.
- Working with Advancement Services, submit data requests and gift/sponsorship processing forms; request detailed research for prospective corporate partners/donors to the university.
- Review confidential records, input contact reports, pull detailed lists, verify account attribution, monitor gifts/sponsorships for status changes, and prepare reports and research as directed using CRM database (Salesforce).
- Responsible for the organization and maintenance of both electronic and paper files including responding to and routing emails coming into the delegate email account.
- Track and adjust office workflow in an environment with continually shifting priorities for maximum efficiency; ensure deadlines are met on a daily basis.
- Answer and screen phone calls; take comprehensive, detailed messages; route callers to appropriate staff members; problem solve inquiries with thorough knowledge of USD organizational structure, personnel, university policy, divisional procedures, and office protocols.
- Delegate projects and direct workflow to designated student worker(s) and interns, as appropriate.
- As determined by the senior director, perform other duties as assigned.
Event Support:
- Provide administrative support to department team members responsible for special events, academic events, and commencement ceremonies.
- Assist the event production teams with a variety of tasks including, but not limited to:
- Track event attendance, create nametags, distribute tickets and event recognition signage;
- Track auction items and donations, update CRM database with guest/donor/sponsor information;
- Create and distribute event reports.
- Coordinate with senior director or event lead on print and electronic mailings, invitations, event and marketing materials, sponsorship fulfillment packages, and personalized follow up.
- Assist with special events that facilitate interaction between off-campus constituents and the on-campus community (e.g., YMCA MLK Jr. Human Dignity Award Breakfast, Linda Vista Multi-Cultural Fair and Parade, and local arts partnerships).
- Interact in a professional and respectful manner with a variety of event honorees, guests, and sponsors including the university's president, trustees, high-level administrators, donors, alumni, and parents.
- As needed, solicit bids from external service providers, set up vendors in accordance with Procurement practices, track and process vendor invoices.
- Adhere to the policies and procedures set forth by Finance, Accounts Payable, Torero Travel & Expense, and the Office of General Counsel.
- Attend events in person to assist with day-of logistics including, but not limited to, set up, registration check-in, and tear down.
Special Conditions of Employment:
- The Office of University Events and Partnerships works closely with the departments within University Advancement, the Office of the President, senior administrators (vice presidents, deans) as well as university trustees and benefactors. It is essential that individuals who work within the scope of the offices' responsibilities have the creativity and flexibility to deal with a multitude of new or emerging projects throughout the year.
- Must possess a valid California driver's license. Must be willing to drive university or personal vehicle to on and off-campus locations to deliver equipment and/or supplies and attend events.
- Must be willing to frequently work after standard work hours and on weekends, depending on the nature of the event or activity.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Job Requirements:
Minimum Qualifications:
- Requires a high school diploma.
- Minimum of two years' related work experience, including an understanding of standard office procedures and best practices, equipment, and business/professional ethics. Two years of college education may substitute for one year of work experience.
- Must possess a valid California driver's license.
Preferred Qualifications:
Performance Expectations - Knowledge, Skills and Abilities:
- Excellent written and oral communication skills required as well as exceptional critical listening and thinking skills
- Must exhibit attention to detail with a high degree of accuracy and excellent organizational skills.
- Must be able to respond to unanticipated situations and shift priorities at a moment's notice while remaining calm in unpredictable challenging situations.
- A commitment to quality, client-oriented service.
- Must conduct oneself and respond to all complaints and problems in a manner that is consistent with the values and mission of USD.
- Experience using Microsoft Office and Google applications; experience with CRM platforms; ability to learn new computer programs quickly and efficiently.
- Must be friendly and personable; mature with a positive attitude.
- Commitment to working as a member of a team and collaborate with colleagues.
- Strong sense of integrity and ethical conduct.
- Cultural competency and sensitivity a must; ability to understand different cultural contexts and viewpoints, demonstrate respect for others, adapt to different cultural settings; and accept cultural differences
- Ability to problem solve and anticipate the needs of the department; be responsive and flexible in order to contribute to evolving work situations.
- Ability to perform complex clerical functions and make accurate databases updates with a minimum of supervision.
- Must exercise sound judgment and independent initiative on a wide range of assignments and special projects.
- Communicate with clarity, and maintain an attitude that conveys respect, cooperation, honesty, and resourcefulness.
- Must have the ability to act with tact and diplomacy and handle confidential information with discretion.
- Knowledge of USD's policies and procedures.
Tools and Equipment Used:
- Desktop/laptop computers, database and reporting systems (Workday, Concur, Salesforce/Affinaquest, OneCause), Microsoft applications (primarily Excel, Word, and PowerPoint), DocuSign, Adobe Creative Cloud, Canva, Google applications, Zoom, printer, telephone, copy machine, related office equipment, automobile, and golf cart.
Posting Salary:
$25.38 - $28.06 per hour; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
Special Application Instructions:
Resume and Cover Letter Required
Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.
Additional Details:
37.5 Hours per week
Closing date: Open until filled
Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.
Advertised: February 06, 2025
Applications close: Open until filled
To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496927/executive-assistant-1
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