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Executive Assistant

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Please see Special Instructions for more details.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Posting Details

 Position Information 

Position Title  | Executive Assistant
Position Type  | Regular
Job Number  | SA63124
Full or Part Time  | full-time 40 hours weekly
Fair Labor Standard Act Classification  | Exempt
Anticipated Pay Range  | $82,800 - $100,000
Pay Range Information  | Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

 Position Summary Information 

Job Description Summary  | Serve as the first level liaison for activities and projects in the Office of the Executive Vice President and Chief Operating Officer (EVP/COO). Answer phone calls, greet guests, process mail and manage the calendar for the EVP/COO. Provide executive-level support for board and board committee meetings. Coordinate logistics for special events/meetings, research and create presentations and take minutes during meetings. Process invoices, prepare PCard reports, make travel arrangements, order and maintain office supplies, maintain the EVP/COO website and assist with processing contracts as needed. Perform other duties as assigned.
Responsibilities  | Coordinate the compilation and distribution of board and board committee reports and provide support for board committee meetings. This includes the coordination, distribution, and collection of the annual conflicts of interest survey as well as the coordination and development of the committee meeting schedules for each fiscal year. Coordinate logistics for special events and meetings, both on and off campus, including holiday party and annual retreat for the EVP/COO division. Conduct research, create presentations, and participate in complex writing projects for the EVP/COO, including projects for Senior Staff and Board Committees. Maintain the calendar of the EVP/COO by scheduling meetings, monitoring the calendar for conflicts and making necessary adjustments, and handling all meeting logistics. Greet guests and prioritize visits and requests for the EVP/COO based on knowledge of the complex calendar. Answer, prioritize and direct phone calls. Take messages and exercise discretion and independent judgement in addressing the concerns and urgent requests of the callers within and outside of the Chapman community (including, but not limited to, members of the governing boards, major donors, prominent community members, etc.) Review and prioritize incoming correspondence and paperwork that can be highly sensitive and confidential in nature. Maintain the office by ordering office supplies and submitting support service requests to Information Systems and Technology or Facilities Management. Serve as the go-to for issues with the building’s shared copy machine and water cooler. Provide other administrative duties such as preparing PCard reports, reimbursement requests, travel arrangements, processing invoices, processing mail, maintaining the website of the EVP/COO, maintaining office files, and assisting with processing contracts and other signature items, as needed. Serve as a notary public for the office of the EVP/COO and other Senior Staff, as needed.
Required Qualifications  | Bachelor’s degree or equivalent education or experience related to the duties and responsibilities specified. A minimum of 5 years of executive assistant experience providing support for professional staff, preferably at the management level or C-Level executives. Discretion and the ability to maintain a level of confidentiality are critical traits for this position. Experience in coordinating logistics for meetings, events, and travel arrangements. Excellent writing, editing, and grammar skills for producing clear, concise, and correct business correspondence and reports. Strong oral communication skills to convey accurate information in a tactful and diplomatic manner, including excellent telephone etiquette skills and the ability to take accurate, detailed messages. Strong time management and organizational skills with the ability to manage multiple tasks simultaneously while maintaining prioritization of responsibilities. Be able to flexibly adapt to shifting demands and changing responsibilities. Have a proven track record of completing assigned duties in a timely and efficient manner with a meticulous attention to detail and accuracy in all tasks. Skilled in information research, analysis, and evaluation. Demonstrated strong working knowledge of office management and executive assistant protocols. Proficient in standard office procedures and equipment. Excellent computer skills, including proficiency in word processing, spreadsheet, presentation, internet, and electronic mail software, preferably within the Microsoft Office Suite applications. Agile and able to learn new software and enterprise systems in a fast-paced environment. Excellent customer service and interpersonal skills, including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the University community Strong analytical and problem-solving skills, including the ability to formulate and communicate logical conclusions and recommendations. Basic accounting skills to complete basic financial forms and reconcile expense reports. Ability to work independently, secure information/data, and make recommendations based upon the information/data gathered. Self-starter. Sees a need and does not need to be asked to address it. Follow-through. Takes a task from beginning to end with minimal oversight. Experience in interacting with and supporting board members. Ability to follow and apply relevant policies and procedures.
Desired Qualifications  |
Special Instructions to Applicants  | Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.
Minimum Number of References  |
Maximum Number of References  | 

Pre-screening Questions

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Applicant Documents

MAIN CAMPUS
One University Drive
Orange, CA 92866
(714) 997-6815

RINKER HEALTH SCIENCE CAMPUS
9401 Jeronimo Road
Irvine, CA 92618

© 2019 CHAPMAN UNIVERSITY

Contact Us
Office of Human Resources
One University Drive
Orange, California 92866
TalentServices@chapman.edu
 

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

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