Description

SUMMARY

Under the direction of the Provost, the Executive Assistant (EA) provides the primary, day-to-day administrative support for the Office of the Provost. The Executive Assistant is responsible for facilitating the functioning of the office in a wide range of administrative and clerical tasks, including: reception, scheduling, filing, meeting management, communication, document creation, etc.  The Executive Assistant serves as a first point of contact for the office. In this capacity they are responsible for representing the office and ensuring a high level of quality service to the CalArts community and all visitors.

The EA handles a broad range of activities and will be able to work independently, proactively, and collaboratively. They must be well organized and flexible and enjoy the administrative challenges of supporting an office with diverse constituents and needs. The position requires the ability to interact diplomatically and efficiently with a broad range of individuals, including faculty, students, administrators, trustees, external colleagues, and international visitors. They will be comfortable working to deadlines and remaining flexible, proactive, resourceful, and professional. Excellent communication skills, a high degree of discretion and ability to ensure confidentiality, a commitment to providing excellent service and building positive working relationships, and attention to details are equally important.

This position requires the candidate to be on-site and serves as the primary point of contact for the office.

DUTIES & RESPONSIBILITIES:

• Serves as primary receptionist: greeting and directing visitors, answering telephones, transferring calls and/or taking and relaying messages.

• Manage the Provost Office general email account, responding to inquiries and requests as appropriate, or forwarding/referring messages for response as appropriate. 

• Manage the Provost, Vice Provost, and Associate Provost’s calendars. Prioritize the schedules to help ensure that appropriate time is allocated for critical strategic initiatives and key constituencies. Schedule and adjust meetings, calls, events, and travel while being mindful of urgency, priority, and ever-changing schedules. Provide high attention to detail to resolve calendar conflicts before they arise.

• Ensures Provost is well-informed of upcoming commitments and responsibilities, and anticipates needs in preparation for meetings and events.

• In conjunction with Associate Provost for Academic Affairs Planning and Operations, support and track Provost’s priorities, projects, and needs, both immediate and long-term; act as notetaker and track action items as needed.

• Draft and prepare correspondence and other documents for Provost, Vice Provost, and Associate Provost as needed.

• Support Provost-led projects such as academic leadership searches, consultant-led projects, programming with high-profile external visitors, retreats, and special planning sessions.

• Schedule and coordinate the full range of meeting and event logistics including travel, reservations, meeting room set-up, audio-visual set-up, catering, agendas and documents, etc. location and reservation of meeting space, arranging for refreshments or catering, contacts and invites participants, 

• Support visiting faculty and artists, program evaluators, and other VIPs by facilitating travel logistics and hosting them while on campus.

• Perform general administrative duties, such as coordinating travel arrangements, filing, distributing mail, answering phones, replying to emails, ordering office supplies, processing expense reports, maintaining an organized office environment, and other budget-related duties.

• Assist other senior Provost Office colleagues as needed.

• Other duties as assigned.

Qualifications

SKILLS/ABILITIES:

• Knowledge of executive level administrative duties and clerical management.    
• Ability to work under pressure in a fast-paced and complex work environment.
• Proficient in Microsoft Office (Word, Excel), Google Apps (Google Drive, Spreadsheets, and Docs), electronic communications, and Internet research.
• Superior organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines.
• Outstanding communication (written and verbal) and interpersonal skills.
• Orientation to provide excellent service and interact diplomatically with a diverse group of constituents.
• Ability to analyze situations and solve problems independently.
• Excellent proof-reading skills. 
• Ability to manage details and follow through.
• Ability to maintain confidentiality, exercise good judgment, and act professionally, sensitively, and with a high level of discretion. 
• Ability to take direction and establish trust with others. 
• Ability to quickly learn and adapt to new software required.
• Ability to anticipate needs and work proactively and collaboratively to manage daily flow of the office.

EXPERIENCE:

• Five or more years of administrative experience that demonstrates knowledge and understanding of coordinating, prioritizing, and organizing in a fast-paced and dynamic office environment.
• Experience in higher education preferred.
• Demonstrated proficiency in typical office technology and software programs (i.e. Excel, Word, Gmail, Google Docs, Zoom, Formstack, etc.).
• Proven ability to perform complex tasks, prioritize, and organize multiple projects with effective time management skills and the ability to work well under pressure while handling multiple, shifting, high, and competing priorities.
• Demonstrated effective professional interpersonal and communication skills. 

EDUCATION:

• Bachelor’s degree or equivalent years of work experience required. 

Salary : $32 - $37