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Executive Assistant

Southern California Institute of Technology

Executive Assistant

Anaheim, CA
Full Time
Paid
  • Responsibilities

    The Executive Assistant is responsible for providing a broad range of high-level, day-to-day administrative support to the school's executives, serving as a substitute for various administrative aid roles in the college and performing front office duties when needed. Tasks will vary depending on the working style and existing work load.

    DUTIES

    • Promote an open and friendly environment that supports positive interactions, effective communication, efficient workflow, and successful outcomes, while providing high-level administrative support to the school's executives.
    • Ensure the overall office presents a professional appearance, attitude and functions efficiently.
    • Coordinate, schedule, and participate in all necessary meetings and ensure agendas, minutes, and support documents are prepared.
    • Respond to and interact with constituents in person, writing (including electronic communication) and by phone to answer or re-direct questions, provide information, and facilitate important and time-critical communication to and from the school's executives.
    • Compose, edit, and proofread documents that may vary in scope and complexity and assist in preparing and editing presentations.
    • Act as a backup for various administrative aid roles in the college, including functions related to front desk coordination, career services coordination, student services coordination and admissions coordination.
    • Coordinate events including, but not limited to, staff lunches and company events.
    • Provide general administrative support: typing, telephone support, mail, copying, faxing, filing, calendar functions, e-mail distribution lists, maintaining marketing and any other databases as instructed from time to time.
    • Handle front desk reception duties as necessary, including: answering incoming calls, responding to inquiries, redirecting calls as appropriate, greeting students and visitors, providing secretarial support as needed.
    • Monitor and input various student progress data into the schools information systems.
    • Prepare reports, charts, spreadsheets, and other related materials as needed.
    • Perform other tasks as necessary.

    QUALIFICATIONS

    • Associate's degree or higher preferred.
    • At least two years of administrative experience. Preferably experience working in higher education.
    • Familiarity with Adobe software such as Acrobat, Photoshop and Illustrator a plus.
    • Exhibits professionalism, strong work ethics, honesty, integrity, courtesy and respect in all dealings with students, guests, or others with whom the school conducts business.
    • Possesses strong interpersonal skills that include courtesy, patience, diplomacy, the ability to adapt communication style to a constituent, and the ability to remain calm and poised in challenging and difficult situations.
    • Ability to learn quickly and adapt to the climate and culture of the campus, while also developing a thorough knowledge of procedures, policies, and processes.
    • Demonstrated ability to communicate clearly and concisely, orally and in writing, with a strong knowledge of proper formats, grammar and punctuation, as well as the ability to edit, proofread and ensure a high degree of quality control.
    • Intermediate to advanced proficiency and skills in a variety of computer programs including Word, Excel and PowerPoint. Familiarity and comfort working with various web based applications.
    • Demonstrated ability to compose/draft original written correspondence and documents such as policy documents, reports, memos, agendas and letters.