Executive Assistant

As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.

At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of Western

U. We display a collaborative mindset in how we operate, educate, and serve others.

Although geographically we are two campuses, as humanists we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.

Executive Assistant

999535

Administration

Full-time

1701-College of Veterinary Medicine

Western University Campus-Pomona, CA

California

The Executive Assistant provides high-level support to the College of Veterinary Medicine Dean and leadership team. This position plays a vital role in ensuring the smooth and efficient functioning of the leadership office. The Executive Assistant exercises sound judgment, demonstrates a level of professionalism, maintains confidentiality, and contributes to the effectiveness and efficiency of the College’s leadership team.

• Superior computer skills necessary to establish and maintain filing and data systems. Must be able to create and format documents in Microsoft Office.
• Must be a self-assured, experienced leader who is able to interact with senior executives, anticipate potential problems, and initiate solutions in concert with the Dean and leadership team. Must be able to initiate correspondence in support of the Dean and/or leadership team responses. Must be able to manage a crisis with upset customer or calm a faculty member or student.
• Must be able to prioritize and schedule meetings for resolution of problematic issues on a broad scale.
• Excellent verbal and written communication skills. Ability to interact with administration, faculty, and students in a highly responsive and professional manner, be culturally sensitive and maintain confidentiality.
• Ability to compose non-routine correspondence in an independent manner is essential.
• Must be able to work in a fast-paced environment and be flexible in job assignments.
• Must be able to compose accurate minutes from a variety of strategic and routine meetings.
• Demonstrate a commitment to working in an organization that values and promotes humanism.

• Education:
• Experience: 3-5 years prior executive administrative experience

• Key Responsibilities (requires detailed understanding of college functions and procedures)

• Manage complex calendars, schedule meetings, and coordinate travel and event logistics for the College Dean and leadership team.
• Coordinate and secure comprehensive travel logistics to include itineraries, transportation, and accommodations for the College Dean, leadership team and visitors for the College.
• Coordinate college functions, meetings, events, as assigned, including coordination of facilities, travel, catering, materials, etc.
• Draft, edit and proofread documents, correspondence, reports, and presentations with a high degree of accuracy and professionalism.
• Track and support time-sensitive projects and institutional reporting requirements, ensuring timely submission and follow through.
• Maintain organized filing systems – digital and physical – for easy access to records, reports, and institutional documents.
• Serves as primary point of contact for internal and external communications, responding on behalf of leadership as…