Executive Assistant to Vice President

• Serves as key contact for Vice President's office, interacting with individuals from all organizational levels of the University, local community, government, major business and professional leaders and benefactors in a professional and congenial manner.
• Provides advanced administrative support in managing Vice President's schedule, travels, projects, events and other activities to ensure utmost efficiency. This may include but is not limited to:
  
  
  • Coordinates travel arrangements both domestic and international for business related events and activities.
  • Maintains complex calendar, prioritizing multiple meetings, events, travel plans, and other appointments.
  • Coordinates logistics for meetings/events and other activities which may include catering service, technical support, meeting invitations, guests list, presenters, speakers, meeting venues, transportations and others both on and off campus.
  • Prepares agendas, presentations, board meeting materials and other documents as needed for a variety of meetings/events.
  • Animate presentations to enhance deliverability.
  • Administrates contracts with outside vendors.
  
  
  
  
  
• Develops and prepares correspondence and communications using a variety of current office software ensuring that they are in University form and format customized to the audience who may be the campus community, cabinet, Board of Regents or a national exposure.
• Provides the department with financial and budget support through monthly review of accounts, processing appropriate payment of charges, verifying expenses, monitoring Pro-card activity, timely submissions of expense payment requests.
• Conducts research, analysis, compilation of data and synthesis of material to prepare reports for the Vice-President, senior executives, middle management and other inquiries.
• Oversees unit's administrative tasks that may include supervision/direction/training of other administrative roles/staff and student support. Maintains, develops and improves administrative and operational processes as needed.
• Collaborates with others to ensure division's website is relevant and current. Provides technical expertise in a wide range of University supported software applications.
• Acts as a lead role, participates or provides support for special projects, committees, events, awards or other activities.
• Attends meetings, takes and prepares minutes and furnishes minutes as requested.
• Resolves routine and complex problems with minimal consultation; handles multiple assignments and prioritizes in a constantly changing work environment; recognizes and improves administrative and operational processes as needed.
• Supervise student employee.
• Performs miscellaneous duties as assigned or requested.

• Bachelor's degree or equivalent (two years of full-time experience in the same or similar position is equal to one (1) year of completed post high school education coursework.
• Three (3) years of experience providing senior-level administrative support.

• Proficiency with the full Microsoft Suite, Adobe, Visio, Zoom, AV Technologies and Website editing a plus.
• Experience in the maintenance of confidential records and knowledge of office management principles and procedures.
• Demonstrated ability to work independently and in a team-oriented, collaborative environment, and to use sound judgment and initiative.
• Excellent (thoughtful & articulate) interpersonal, verbal communication and writing skills.
• Excellent organizational and analytical skills.
• Talent for prioritizing multiple simultaneous demands effectively and quickly shifting priorities as necessary. Responds flexibly to change.
• Ability and willingness to establish and maintain effective working relationships with others at all levels.
• Strong attention to detail in all tasks, ensuring accuracy, thoroughness, and quality.
• Ability to adapt to emerging technology.
• Demonstrated excellent and professional customer service skills.
• Knowledge of budget analysis, management, and expense tracking.
• Demonstrated ability to assume responsibility, anticipate needs and work effectively with minimum supervision.
• Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.