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University of Arizona Global Campus Executive Admin Assistant in San Diego, California

The Executive Assistant position is a full-time employment opportunity. Reporting to the President’s Office Manager and supporting multiple executives at the University of Arizona Global Campus, the Executive Assistant will have regular interaction with multiple departments and or outside agencies for the University of Arizona Global Campus and its subsidiaries. The job will work with a team of Executive Assistants to provide day to day support of the executive(s) and the Office of the President in a fast-paced corporate environment including, but not limited to, drafting and developing communications; creation and preparation of meeting materials including agendas and meeting minutes, among others; creating and preparing meeting materials for committee meetings and transmitting to team members; administering heavy calendaring and travel; assisting in preparing communication within the company as well as among other entities and individuals; coordinating and managing events such as large department meetings, board of directors meetings and team retreats; and working on delegated matters requiring discretion and independent judgment.

Essential Job Duties:

  • Work independently and have the ability to complete a high volume of tasks and projects.

  • Customarily and regularly exercise discretion and independent judgment in performing job duties as they relate to outside entities or agencies.

  • Work as a team player in a responsive and helpful manner.

  • Make decisions and take effective action to resolve problems that affect people within the organization.

  • Perform job duties with a high level of integrity and confidentiality on a day to day basis regarding all matters of the company including matters involving executives, agencies/entities and board members inside and outside the company.

  • Ability to organize time, manage diverse projects and meet critical deadlines.

  • Independently field questions and concerns from individuals within the company and outside companies/agencies/entities and if necessary, direct the questions or concerns to the appropriate individual at the company.

  • Independently drafting and developing communications for use internally and externally.

  • Creating and preparing meeting materials for committee meetings and transmitting to team members.

  • Administering heavy calendaring, travel, and expense submissions for the executive(s) assigned to support.

  • Perform job duties with a high level of integrity and confidentiality on a day to day basis regarding all matters of the company including matters inside and outside the company.

  • Take minutes as required, prepares agendas and supporting documents, and completes tasks assigned related to various meetings, such as developing memos, communication and correspondence; identifying meeting participants; collect, prepare, and distribute appropriate briefing materials for all meetings chaired by executive(s) assigned to support.

  • Work collaboratively with the team of Executive Assistants to ensure day to day operations of the Office of the President is met and provide backup when needed.

Additional Job Duties (include but are not limited to):

  • Strong organizational and administrative skills with a high level of attention to detail.

  • Database management and ability to produce reports and use advanced functions.

  • Work nights and weekends as needed.

Minimum Requirements:

  • Experience managing and coordinating the schedule and travel for an executive or senior management level employee.

  • Possess strong written and oral communication skills.

  • 5 years related work experience in an administrative support role in the corporate setting.

  • Expert working knowledge of MS Office: Office 365, Outlook, Word, Excel, and PowerPoint.

  • Must be able to use sound judgment and tact when dealing with board members and public.

  • Ability to work under pressure in a fast-paced environment and deal with transitions.

  • Excellent communication, interpersonal and organizational skills.

  • Possess emotional intelligence including a high level of self-awareness, awareness of others, and awareness of institutional culture.

  • Demonstrated effective critical thinking, independent judgment and decision-making skills.

  • Proven ability to multi-task and support on various levels.

  • Must be professional with the ability to be discreet with sensitive and highly confidential information.

  • Possess integrity, trust, common sense, and problem-solving abilities.

  • Self-starter, independent and meticulous with strong follow up skills.

  • Pro-active, anticipate the needs of the office, takes initiative, prioritizes work and delivers results.

Preferred Qualifications:

  • Working knowledge of Concur, Workday, Serengeti Tracker, and ADP a bonus.

Education:

  • Bachelor’s Degree from a regionally accredited or approved nationally accredited institution preferred.

Where higher education meets technology – that’s The University of Arizona Global Campus. At UAGC, students discover relevant degree programs, innovative technology, and cherished tradition. UAGC offers associate, bachelor’s, and master’s online degree programs. The mission of UAGC is to provide high-quality, accessible, lower cost, and innovative, educational programs that meet the diverse needs of individuals pursuing advancement in their lives, professions, and communities. For more information, please visit www.uagc.edu , Facebook (https://www.facebook.com/UniversityOfArizonaGlobalCampus/) , Instagram (https://https://www.instagram.com/uazglobalcampus/) , LinkedIn (https://https://www.linkedin.com/company/university-of-arizona-global-campus/) or Twitter (https://www.twitter.com/UAZGlobalCampus) .

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