Executive Assistant & Production Coordinator
California College of the Arts
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Executive Assistant & Production Coordinator
R507769
San Francisco
The Marketing & Communications Executive Assistant & Production Coordinator is an integral member of a highly collaborative team that informs target audiences and inspires their engagement in the life of the college. Specifically, this individual would help to raise the visibility, awareness, and reputation of CCA and enable the college to create and maintain strong relations with its internal and external communities. As a member of the Marketing and Communications team, this individual supports a range of creative projects—such as dynamic storytelling, creative marketing campaigns, and student-centered content—through project management, scheduling, accounting, and other administrative tasks.
This is a 30 hour a week benefits eligible position.
COMPENSATION & BENEFITS:
- The range for this position is $27.00 - $28.00/ hour
Responsibilities
Executive Support - 40%
Maintain VP’s calendars, sets meetings including for the team, and finds/books appropriate spaces for group meetings. Take meeting notes when needed.
Ensures that all relevant documentation, agenda items, and notes are prepared in advance.
Helps process check requests and purchase orders on behalf of the team.
Manage and process invoices/expense reports for the team; expense tracking
Monitor and route requests from general marketing and communications email inboxes
As needed, greets guests on campus, orders catering, makes reservations at restaurants.
Performs additional duties as required, including but not limited to attendance and assistance with events, managing business travel, attending offsite meetings, convening, or training as needed.
Represent 80 Carolina front desk 1-2 times a week and provide customer support to staff, faculty, and students utilizing the space.
Project management - 40%
Intakes and organizes digital strategy projects in the team’s project-management system (Asana)
Develop integrated project management workflows, including task templates
Ensure that projects run smoothly from start to finish by helping with planning and execution
Coordinates schedules, tracks progress and deadlines, and manages deliverables
Liaise with project stakeholders concerning project details and deliverables
Assisting in the planning and implementation of projects
Tracking and reporting project progress
Improves and implements a filing system in Google Drive for the division’s projects and materials.
Content Production Support - 20%
Document creative brainstorms and concept development meetings for creative projects
Conducting administrative duties, such as setting up pre- and post-production meetings, drafting invoices, and drawing estimates
Supports multimedia team in the field and in production; i.e., collecting and filing image releases, scheduling and coordinating shoots, assisting videographer and photographer, prepping transcripts through a third-party service, and liaising with facilities staff and talent.
Researches conferences and award competitions and submits Marcom projects for consideration
Requirements
BA/BS preferred
Two or more years of integrated project planning and administrative support within an educational or nonprofit setting. Interest in art, design, creative writing, or architecture.
Must be proactive, resourceful, and demonstrate initiative-while being flexible in working with others and receiving feedback
Exceptional organizational skills, with the ability to meet deadlines and manage a number of competing priorities at once.
Outstanding interpersonal and communication skills including the ability to work collaboratively with diverse stakeholders, internally and externally
Computer literacy, proficiency with office productivity and project management systems (Asana preferred)