Executive Assistant

Position Title:

Executive Assistant

Position Type:

Regular

Job Number:

SA90624

Full or Part Time:

full-time 40 hours weekly

Fair Labor Standard Act Classification:

Exempt

Anticipated Pay Range:

$80,000 - $90,000

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.

Job Description

Summary:

The Executive Assistant performs complex and sensitive assignments requiring initiative, confidentiality, independent judgment, and knowledge of University policies and procedures. This position serves as the primary point of contact and liaison on any matter directed to the Office of the Dean and CUSP by university and community constituencies, as well as external professionals and vendors. Duties include but are not limited to: maintaining the Dean’s complex calendar;

scheduling appointments, meetings, conference and Zoom calls; supporting the Director of Finance and Administration with payment processing, search/onboarding processes, and other administrative functions; providing high level administrative and logistical support for functions of school including meetings, minutes, events, announcements, calendaring, room reservations, and catering arrangements.

• Perform complex and sensitive assignments requiring initiative, confidentiality, independent judgement, and knowledge of University policies and procedures.
• Represent the Dean’s office in a professional and welcoming manner. Interact in a positive, professional manner with donors, staff, faculty, students and others.
• Serve as primary point of contact and liaison on any matter directed to the Office of the Dean by university and community constituencies, as well as external professionals and vendors.
• Prioritize and manage visit and meeting requests for the Dean, including students and external stakeholders.
• Coordinate the activities of the Office of the Dean with discretion and professionalism.
• Review, prioritize and respond to incoming correspondence and paperwork with discretion and efficiency.
• Administer the Dean’s travel schedule, arrangements and expenditures.
• Manage renewal of licenses and professional memberships of the Dean.
• Ensure administrative processes and office operations run smoothly in the Dean’s office.
• Maintain the Dean’s calendar, including scheduling appointments, meetings, conferences and Zoom/Teams calls.
• Schedule meetings (group and individual), travel and outside commitments. Manage room reservations in 25
  
  Live, Rinker Master Calendar and coordinate necessary logistics.
• Coordinate travel arrangements for CUSP guests: prepare detailed travel itineraries; submit meeting registrations, and reimbursement claims.

• Support the Director of Finance and Administration with purchasing processes, staff search and onboarding processes, and administrative document processing.
• Provide high level administrative and logistical support for functions of school including meetings, minutes, events, announcements, calendaring, room reservations, and catering arrangements.
• Engage in extensive interaction with CUSP leadership, faculty and staff; and with vendors, representatives of professional associations, government agencies, consultants, and other external contacts.
• Request, prioritize, and prepare agenda items for Dean’s Council, Department Chair, Faculty, and Team meetings in consultation with the Dean. Take minutes or notes for meetings as required.
• Communicate and work closely with CUSP staff regarding requests from the Dean.

• Submit reimbursements and route invoices accordingly. Ensure accuracy of purchases and maintain proper archives. Ensure financial…