Executive Assistant & Special Projects Coordinator - President's Office
California College of the Arts
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Executive Assistant & Special Projects Coordinator - President’s Office
R507758
San Francisco
The Executive Assistant & Special Projects Coordinator will provide direct support and act as a gatekeeper to the President, CFO and the VP of Finance, Accounting & Business Services to ensure the smooth and successful operations of our executive staff. This includes providing administrative support for daily operations, special projects, scheduling and coordinating meetings, event planning, and other routine functions. Ultimately, the goal of this position is to maximize the effectiveness of our senior leadership and to streamline the President’s Office operations.
This position is required to maintain a regular, on-campus schedule but may not need to be on campus every day of the week. The position will work remotely on the days that they do not need to be on campus. Additionally, this position will support the reception area in one of the administrative offices on the SF campus by greeting visitors and providing overall office management support.
COMPENSATION & BENEFITS:
- The compensation for this position is $33.33 per hour
Responsibilities
Support for the President & Board of Trustees - 50% of time
Maintains the president’s calendar and coordinates appointments and meetings.
Coordinates the president’s travel.
Screens phone calls and inquiries, opens and sorts mail, and summarizes reports and memos that are received before passing the information on to the relevant person.
Organizes and processes the president’s expenses, memberships, and subscriptions.
Maintains President’s Office supplies.
Attends all meetings of the Board of Trustees, including committee meetings. Coordinates all meeting logistics including room reservations, technical needs for A/V presentations and recording, refreshments, and optional activities. Helps to ensure a top-quality meeting experience for all participants.
Records and transcribes meeting minutes in a concise, accurate, and efficient manner while utilizing the college’s style guidelines. Produces a final draft of minutes no later than 10 business days after the meeting.
Records actions taken at meetings; processes documents approved by the board and committees including resolutions, agreements, and contracts; and processes other pertinent documentation as required by the Board of Trustees.
Prepares and distributes annual documents including the Board of Trustees directory, meeting calendar, and committee lists.
CFO/VP of Finance, Accounting & Business Services Calendar Management and Executive Support - 30% of time
Coordinate all meetings for the CFO and VP of Finance, Accounting & Business Services.
Anticipate the needs of the CFO and VP of Finance, Accounting & Business Services and offer solutions to challenges as they arise.
Schedule appropriate meeting space for group meetings. Take meeting notes when needed.
Prepare CFO and VP of Finance, Accounting & Business Services for meetings, as appropriate, and ensure that they have all relevant documentation, agenda items, and notes in advance.
Manage business travel as needed.
Manage and process invoices/expense reports for CFO and VP of Finance, Accounting & Business Services.
Provide systems, administrative, and record-keeping support for activities undertaken by the CFO and VP of Finance, Accounting & Business Services. Help process check requests and purchase orders on behalf of the CFO and VP of Finance, Accounting & Business Services.
Help maintain correspondence for CFO and VP of Finance, Accounting & Business Services.
Special Projects - 20% of time
- Supports other projects-such as diversity, equity, inclusion, and belonging-related projects, the financial audit, Advancement event support, and commencement-across the campus and performs other duties for Senior Cabinet, as required.
Requirements
At least three years of experience working as a professional-level assistant, preferably in an academic environment
BA/BS preferred.
Excellent interpersonal, verbal, and written communication skills and an ability to act in a mature, polished, and professional manner with a variety of leadership and stakeholders.
Advanced organizational skills and attention to detail in all duties. Highly skilled in planning, focusing attention in a busy work environment, remembering and carrying out complex instructions, and juggling multiple tasks successfully.
Experience writing personalized business correspondence, with strong proofreading skills.
High level of computer proficiency with Google Suite; Workday experience preferred.
Interest in and affinity for learning new applications and systems, such as project-management software, html email systems, etc.
Ability to multi-task and set priorities.
Maintain positive attitude at times of increased workload; successful track record of working cooperatively and flexibly as part of a team and in a support position.
Exemplifies core CCA values (fostering excellence, collaboration, innovation, compassion, integrity, diversity, and sustainability).
As with all current employees at CCA, we expect that the successful candidate will contribute to the diversity of personal and professional perspectives, backgrounds, and experiences that support CCA’s efforts to identify and dismantle structural inequities and promote anti-racism, equity, and inclusion.