SUMMARY: Reporting directly to an Executive of West Coast University, American Career College or Catalysis, performs a variety of diversified and confidential secretarial and administrative support duties which require a range of skills and knowledge of organizational policies and procedures while maintaining a confidential environment. Prepares meeting agendas, memos, presentations and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing and distributing minutes and reports; processes confidential and sensitive information in support of administrative activities, and serves as the primary liaison for executive and other senior management personnel.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: (Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.)
Complete administrative tasks including managing an active calendar of meetings; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; completing expense reports.
Produce documents (Powerpoint, Excel, Word, etc) with a high level of polish suitable for executive level review. Demonstrate ability to take information and concepts and translate them into professional level documents. Preparation for excom meetings and senior management meetings including tracking action items.
Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Recommends appropriate course of action, referral, or response.
Handle confidential material relevant to company operations, including preparation of executive level correspondences.
Work collaboratively across departments to provide a bridge for smooth communication between the Executive’s office and others; demonstrating credibility, trust and support with senior management staff. Maintain key relationships and communications internally and externally to ensure business needs are met.
Build relationships crucial to the success of the organization, and manages a variety of special projects for the Executive, some of which may have organizational impact.
Plan, coordinate and ensure the established Executive’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Executive’s time and office. Manage and maintain executive calendars and meetings and resolve scheduling conflicts.
Communicate directly and on behalf of the Executive with others on matters related to the Executive’s initiatives and objectives.
Work closely and effectively with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the Executive’s ability to effectively lead the company.
Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Drive efficiency and continuous improvement in all tasks.
Adhere to code of conduct and all compliance policies and acts as a role model in such situations Assist in coordinating the agenda of team meetings and off-sites. Organize and support special events and staff meetings. Partner with other Assistants to ensure everyone has what they need from a logistics and preference standpoint for all meetings.
Create, edit and complete first drafts for written communications (Word, Powerpoint, Excel, etc) for both internal and external stake holders.
Leverage technology and creative resources to achieve results.
Provide project support to department leaders as assigned and perform special projects as needed. Perform additional duties as necessary.
EDUCATION: Bachelor’s Degree or some college course work in accounting, administrative and personnel management, and data processing preferred.
A minimum of three years’ experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which at least two years involved administrative support work in an executive/senior management office for an academic or business office environment preferred.
CA Salary $55,931 – $75,499
For over 100 years, West Coast University has been educating and preparing students for professional careers across our six campuses located in Southern California, Dallas, Miami, and Online. As part of our unique student-centric approach to advanced healthcare education you will be empowering future healthcare professionals. At West Coast University our students are Ahead of the Curve. Our Mission is to embrace a student-centric learning partnership that leads to professional success. We deliver transformational education within a culture of integrity and personal accountability.
Our benefited faculty and associates are offered a comprehensive benefit package including:
Health & Wellness
Financial & Retirement
Family & Parenting
Vacation & Time Off
Perks & Discount
West Coast University is proud to be an equal opportunity employer, and we seek candidates who desire to work in and serve an ethnically-diverse population.
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