What are the responsibilities and job description for the Executive Assistant position at Marshall B. Ketchum University?
Description
The Executive Assistant provides administrative and executive support to the Vice President for University Advancement (VPUA) and the broader University Advancement (UA) team. This role is responsible for managing the daily operations of the UA office, including budget preparation and reconciliation, event coordination, and overseeing various office functions. The position handles calendar management, meeting preparation, report writing for the Advancement Committee and Board of Trustees, and electronic and physical document filing. In addition, the Executive Assistant supports donor relations and stewardship, gift processing, and proposal tracking, while also managing website content and maintaining departmental policies. A strong knowledge base in fundraising, budgeting, higher education, and project management is strongly preferred, along with the ability to exercise independent judgment, emotional intelligence, and personal initiative.
A key component of this position is collaboration across university departments—including Student Affairs, Administration and Finance, and various academic colleges. The Executive Assistant is expected to foster a positive, inclusive office culture and demonstrate leadership characterized by ethics, openness, flexibility, and integrity. Strong communication skills and the ability to work with diverse internal and external stakeholders are crucial to building effective professional relationships. The position plays a critical role in supporting the UA division’s mission and ensuring the smooth operation of its initiatives and activities.
Qualification Requirements
SEE YOURSELF HERE
Located on a beautiful, seven-acre campus in Fullerton, California, MBKU is an independent, private, non-profit, accredited educational institution. MBKU is home to the Southern California College of Optometry, the School of PA Studies and College of Pharmacy. MBKU owns and operates three health care centers at their clinical teaching facility, Ketchum Health, providing a vision center and PA medical clinic practice in Orange County and second vision center in Los Angeles.
A TRADITION OF EXCELLENCE SINCE 1904
In 1904, Marshall B. Ketchum, MD, opened the Los Angeles School of Ophthalmology and Optometry in Los Angeles. Dr. Ketchum was a visionary entrepreneur and prominent leader in the optometric profession. He made very significant and long-standing contributions in his field of care, in California and throughout the nation.
In the early ‘70s the College moved to its current home in Fullerton, CA and was renamed Southern California College of Optometry. But even the pioneering Dr. Ketchum could not have envisioned his school would grow to become Marshall B. Ketchum University, an independent, private, non-profit, accredited educational institution encompassing multiple disciplines.
BE AT THE FOREFRONT OF HEALTH CARE EDUCATION
Marshall B. Ketchum University offers career opportunities that will put you at the forefront of health care education. You will be provided with learning and advancement opportunities, as well as a culture that recognizes the importance of fun, employee appreciation and a work-life balance.
Our mission is to educate caring, inspired health care professionals who are prepared to deliver collaborative, patient-centric health care in an interprofessional environment. By joining our family, you can help us reimagine the future and inspire future health care leaders.
Benefits
MBKU provides an excellent benefits package including medical, dental, and life insurance, free vision exams, short and long term disability, generous paid time off plans, a university-sponsored retirement plan. See our website under
MBKU is an equal opportunity employer; requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
NON-DISCRIMINATION STATEMENT
MBKU is committed to providing an environment in which all individuals are treated with respect and professionalism. In accordance with applicable federal and state laws, it is University policy to prevent the unlawful discrimination against students, applicants for admission, employees, applicants for employment and patients requesting treatment on the basis of race, color, national origin, sex, disability, age or any other characteristic protected by applicable law. The University also prohibits sexual harassment and harassment on any of the above bases (please refer to the
The Executive Assistant provides administrative and executive support to the Vice President for University Advancement (VPUA) and the broader University Advancement (UA) team. This role is responsible for managing the daily operations of the UA office, including budget preparation and reconciliation, event coordination, and overseeing various office functions. The position handles calendar management, meeting preparation, report writing for the Advancement Committee and Board of Trustees, and electronic and physical document filing. In addition, the Executive Assistant supports donor relations and stewardship, gift processing, and proposal tracking, while also managing website content and maintaining departmental policies. A strong knowledge base in fundraising, budgeting, higher education, and project management is strongly preferred, along with the ability to exercise independent judgment, emotional intelligence, and personal initiative.
A key component of this position is collaboration across university departments—including Student Affairs, Administration and Finance, and various academic colleges. The Executive Assistant is expected to foster a positive, inclusive office culture and demonstrate leadership characterized by ethics, openness, flexibility, and integrity. Strong communication skills and the ability to work with diverse internal and external stakeholders are crucial to building effective professional relationships. The position plays a critical role in supporting the UA division’s mission and ensuring the smooth operation of its initiatives and activities.
Qualification Requirements
- Experience in managing change within a large and diverse organization.
- Excellent written and verbal communication skills.
- Ability to exercise independent judgment with a knowledge of professional administrative procedures involving in-depth problem-solving techniques.
- Ability to act independently within functional and organizational guidelines and to interpret university policy.
- Exceptional Microsoft Word and Excel skills required
- Required – High school degree; Bachelor’s degree from an accredited institution of higher education preferred or minimum of four to five years of demonstrated project management knowledge, skills and abilities
- Desired/Preferred -Work experience in higher education, healthcare or non-profit preferred. Experience using a donor database like Raiser’s Edge preferred .
SEE YOURSELF HERE
Located on a beautiful, seven-acre campus in Fullerton, California, MBKU is an independent, private, non-profit, accredited educational institution. MBKU is home to the Southern California College of Optometry, the School of PA Studies and College of Pharmacy. MBKU owns and operates three health care centers at their clinical teaching facility, Ketchum Health, providing a vision center and PA medical clinic practice in Orange County and second vision center in Los Angeles.
A TRADITION OF EXCELLENCE SINCE 1904
In 1904, Marshall B. Ketchum, MD, opened the Los Angeles School of Ophthalmology and Optometry in Los Angeles. Dr. Ketchum was a visionary entrepreneur and prominent leader in the optometric profession. He made very significant and long-standing contributions in his field of care, in California and throughout the nation.
In the early ‘70s the College moved to its current home in Fullerton, CA and was renamed Southern California College of Optometry. But even the pioneering Dr. Ketchum could not have envisioned his school would grow to become Marshall B. Ketchum University, an independent, private, non-profit, accredited educational institution encompassing multiple disciplines.
BE AT THE FOREFRONT OF HEALTH CARE EDUCATION
Marshall B. Ketchum University offers career opportunities that will put you at the forefront of health care education. You will be provided with learning and advancement opportunities, as well as a culture that recognizes the importance of fun, employee appreciation and a work-life balance.
Our mission is to educate caring, inspired health care professionals who are prepared to deliver collaborative, patient-centric health care in an interprofessional environment. By joining our family, you can help us reimagine the future and inspire future health care leaders.
Benefits
MBKU provides an excellent benefits package including medical, dental, and life insurance, free vision exams, short and long term disability, generous paid time off plans, a university-sponsored retirement plan. See our website under
MBKU is an equal opportunity employer; requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
NON-DISCRIMINATION STATEMENT
MBKU is committed to providing an environment in which all individuals are treated with respect and professionalism. In accordance with applicable federal and state laws, it is University policy to prevent the unlawful discrimination against students, applicants for admission, employees, applicants for employment and patients requesting treatment on the basis of race, color, national origin, sex, disability, age or any other characteristic protected by applicable law. The University also prohibits sexual harassment and harassment on any of the above bases (please refer to the
