Executive Assistant, Office of the President

About City University of Seattle:

City University of Seattle (CityU) is a distinguished and comprehensive private nonprofit university and an affiliate of the National University. We serve students regionally, nationally, and globally, reaching across borders to impart knowledge and empower individuals. With a focus on adult learners and online students, we provide flexible, accessible programs tailored to meet the needs of the modern learner. Offering over 60 academic degree programs, we are committed to expanding our student's knowledge, skills, and possibilities. Our mission is deeply rooted in the belief that education can improve lives. We invite you to join us in our commitment to fostering community, promoting diversity, and providing an environment where every student can thrive and achieve their educational goals.

Job Description:

Job Summary:

The Executive Assistant will provide high-level administrative support to the President of the University. The Executive Assistant reports directly to the President and provides executive support in a one-on-one working relationship. An elevated level of diplomacy, confidentiality, communication, management, organization, initiative, and self-motivation are necessary to fulfill the requirements of this position. The Executive Assistant liaises with the senior management teams, organizes and coordinates executive outreach and external relations efforts, and oversees special projects.

Essential Duties and Responsibilities:

• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions that directly impact the global operations of the University.
• Provide day-to-day and long-range assistance to the President on various internal and external assignments for the University.
• Sustain a daily calendar of meetings and events.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents to support the organization's objectives.
• Arrange travel and accommodations for executives. Prepare expense reports.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with.
• Manage the President's contacts.
• Maintain an effective filing system to include executive correspondence, meeting minutes, and other records; set up and run tickler systems.
• Assist in preparing and managing presentations and decks.
• Be responsive to emails/texts/phone calls, with contact outside regular business hours.
• Welcome the President's guests by greeting them, in person or on the phone, answering or directing inquiries.
• Use discretion, confidentiality, and sound judgment to handle C-level matters.
• Represent the University and the Executive in a positive light through excellent follow-through skills and sound judgment.
• Conserve the President's time by reading, researching, collecting, and analyzing information as needed in advance.
• Organize complex calendars and schedules, resolving any scheduling issues.
• Serve as a member of the Commencement Planning Committee. Coordinate and oversee all commencement arrangements for the President, including preparing citations, purchasing gifts, travel arrangements, ordering academic regalia for honorees, and escorting and seating honorees' guests.

Requirements:

Minimum Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skills, and abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Bachelor's degree preferred.
• 5 years of related experience working as an executive assistant role supporting C-level executives.
• Prior work experience in a higher education setting is a plus.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ability to function well in a high-paced environment.
• Ability to exercise exceptional discretion, confidentiality, and judgment in sensitive issues.
• Demonstrate a high level of customer service, attention to detail, organizational and problem-solving ability, initiative, and independent judgment in non-routine situations.
• Ability to read and interpret general business periodicals, professional journals, technical procedures, and governmental regulations.

Preferred Attributes:

• Business Sense - Decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - Perform duties consistently at the highest level possible.
• Excellent communicator - Able to interact with people of all levels confidently and professionally.
• Sensitivity - Demonstrated ability and temperament to work with sensitive information.
• Team player - Team-oriented experience and approach.
• Service focus - Dedicated to meeting the expectations of the President and other senior executives by maintaining effective relationships with interested parties.
• Creativity - Ability to think outside of the box with a sense of urgency.

Additional Information:

Physical Demands:

The physical demands described here represent those that an employee must meet to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• While performing the duties of this job, the employee is frequently required to sit, talk, hear, and perform repetitive motions of the hands or wrists.
• The employee is occasionally required to stand, walk, grasp or handle, stoop or bend, and reach.

Working Conditions:

The working conditions described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Work is performed in a typical office setting.
• Flexible hours are dictated by the needs of the University for projects and meetings.

Salary:

$88,000 - 109,000/year DOE

Benefits Information:

We offer a comprehensive benefits package including paid holidays and paid time off; medical, dental, and vision insurance; health savings accounts (HSA/FSA); voluntary insurance; retirement benefits with employer matching; tuition benefits and other workplace perks such as flexible work schedules, anniversary programs and employee recognition programs, etc.

Application Instructions:

CityU of Seattle only accepts application materials through this online application process. Please submit a complete application to be considered for this position. A complete application includes:

• Completed Electronic Application Form
• Current Resume
• Cover Letter

Once you have created a profile, please remember to record your password. Responses will be sent to your Interview Exchange account if you use the 'Help Desk' feature. A hiring manager will contact candidates with qualifications and experience most aligned with current needs. Once the position is filled, you will see a status update in your account profile.

If you encounter technical problems while applying for a position, please use the 'Help Desk' feature in your Interview Exchange account to submit the issue to technical support. For non-technical issues or questions, please email employment@cityu.edu.

City University of Seattle is an equal opportunity employer and is continuously working to build a diverse faculty and staff. City University strongly encourages inquiries from all qualified individuals interested in becoming part of the CityU team, including women, native & aboriginal peoples, persons with disabilities, and members of visible minorities.

URL: www.cityu.edu