DESCRIPTION

The Executive Assistant will perform a wide range of duties that require confidentiality, discretion, tact, diplomacy, sound judgment, analytical and decision-making skills. Duties include, but are not limited to serving as the high level Executive Assistant to the Executive Director, Triton Auxiliary Programs & Services (TAPS). The incumbent will independently analyze, organize and prioritize daily activities, as well as review, evaluate and rank all requests and communications. As assigned, manage special projects of a highly confidential and sensitive nature. Manage a variety of financial needs and prepare reports. Manage calendar, process large volumes of mail/email, manage travel arrangements, process and track executive expenses and assist in the gathering of materials and information for meetings and events. Handle a heavy load of telephone traffic and electronic communications.

Review and recommend streamlined procedures or policy changes to improve business/office practices. Train employees regarding office procedures. Independently purchase non-standard items (e.g. purchases requiring coordination with other campus departments). Resolve complex problems with campus departments. Determine, select and implement administrative policies, procedures and methods for the office.

• Ability to work a flexible schedule as needed.

QUALIFICATIONS

• Demonstrated experience and proven ability to function at an advance level in providing a high level of support. Ability to electronically schedule meetings, events, and vehicle reservations efficiently.

• Strong service orientation and advising and counseling skills. Cordial and professional demeanor and presentation. Demonstrated ability to maintain a clean and safe working environment. Demonstrated ability to provide the highest level of customer service to a diverse population.

• Solid skills in problem identification. Ability to research, gather, and analyze data and procedures and propose solutions.

• Thorough knowledge of common computer application programs including Microsoft Word, Excel, PowerPoint and Outlook. Knowledge in the proper use of fax machines, photocopiers, scanners and printers.

• Solid analytical/problem-solving skills. Ability to handle disagreements with respect and good judgment.

• Demonstrated knowledge of federal regulations such as FERPA. Ability to use high-level discretion and maintain a high level of confidentiality.

• Strong organizational skills to simultaneously respond to multiple customers while correctly prioritizing each required action.

• Proven ability to multi-task with demanding timeframes. Ability to organize and meet deadlines in a timely manner, deal with changing priorities and work well under pressure. Skill to coordinate high volume workload with frequent interruptions and conflicting priorities.

• Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing. Effective interpersonal and verbal communication skill with the ability to clearly, courteously, and diplomatically communicate information in person, on the telephone, and via email in a professional manner. Knowledge of proper grammar, style, format, and spelling. Ability to proofread own work.

• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. Ability to work as a team-member both within the department and the University as a whole.

• Ability to learn and understand the department's business, culture, and priorities to represent the Executive Director and TAPS in a substantial and professional way.

SPECIAL CONDITIONS

• DOJ/FBI and DMV background checks and clearances required prior to employment.

• Must possess and maintain a valid California Driver License and participate in the DMV Pull Notice program.