Executive Assistant II

Executive Assistant II

Primary Purpose:
Under minimal supervision and direction, perform a variety of administrative and strategic support services for Chief Financial Officer and Executive Vice President for Finance and Operations (CFO/EVP) for the University of the Pacific, as well as respond to requests from the President's Office, Cabinet, Board of Regents, and other Senior Executive Administrators at Pacific. Serve as a liaison between CFO/EVP and other members of the University community. Handle details of a highly confidential and critical nature. Exercise independent judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.

Essential Functions:
Responsibilities include, but are not limited to:

• Provide advanced administrative support in managing the CFO/EVP schedules and meetings. Manages office, utilizing discretion and independent judgement in performing job duties, including decision making for executive scheduling, considering the sensitivity and nature of meetings, confidential personnel information, and other business matters. This support may include, but is not limited to:
  • Maintain a complex schedule that is often changing and prioritizes multiple meeting, administrative events, travel plans, and other appointments.
  • Coordinate scheduling with others at the University and external to the University.
  • Prepare Board meeting materials (e.g., agendas, seating arrangements/placards), AV/technology, takes minutes and follow-up lists for three Board Committee meetings (Audit, Investment, and Finance/Facilities), and prepare minutes for the CFO/EVP and Regents' reviews. Work directly with the Director of the Board of Regents and review and coordinate the upload of all Board materials in the online Board portal for the three committees.
  • Coordinate with Regents to schedule prep meetings for Board Committee meetings/events.
  • Coordinate logistics for CFO/EVP meeting from weekly Leadership Team meetings to division-wide meetings/events to Board meetings, as well as other activities which may include catering service, technical support, meeting invitations, guest lists, presenters, speakers, meeting venues, transportation and contracts with outside vendors.
  • Prepare meeting materials and other documents as needed for meetings/events.
  • Coordinate travel arrangements for business related events and activities.
    
    
• Serve as key contact for the CFO/EVP office, interacting with individuals from all organizational levels of the University in a professional and congenial manner.
• Assist the President's Office with special projects as requested.
• Review and summarize requests for CFO/EVP signature.
• Attend meetings, including Leadership Team and Board meetings, take and prepare minutes and provide minutes as requested
• Oversee administrative tasks that may include direction/training of other administrative staff.
• Maintain, develop, and improve administrative and operational processes as needed.
• Maintain office services by organizing office operations and procedures.
• Design and manage filing systems.
• Assign and monitor clerical functions.
• Approve items as a delegated proxy for the CFO/EVP.
• Act as a lead role, participate and provide support for special projects, committees, events, awards and other activities.
• Perform miscellaneous duties as assigned or requested.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications:
Education/Experience/Certifications:

• Bachelor's degree or 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.
• Five (5) years of increasingly complex office experience of which three (3) years shall have been in support of an Executive, Senior-level Administrator, or C-Level Executive.
• MS Office Certificate or demonstrated proficiency with Microsoft Suite, and the internet.
• Ability to obtain a commissioned Notary Public to perform process of notarizations for the University and personal documents within six (6) months of being hired.

Preferred Qualifications:
Skills/Knowledge and Expertise:

• Must have experience in the maintenance of confidential records and knowledge of office management principles and procedures.
• Demonstrated ability to work independently and to use sound judgment and initiative in a complex environment.
• Excellent (thoughtful & articulate) interpersonal, verbal communication and writing skills.
• Excellent organizational and analytical skills.
• Ability to adapt to emerging technology.
• Ability to balance and prioritize multiple high-profile projects, meet strict executive level deadlines, and analyze non-routine issues effectively.
• Ability to perform duties using highest level of confidentiality, discretion and respect for others.
• Demonstrated excellent and professional customer service skills.
• Knowledge of budget analysis and management.
• 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.

Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires extended periods of sitting and repetitive hand/wrist motion while using the computer keyboard and phone. Occasional standing, walking, climbing stairs, stooping and reaching. May require the ability to lift up to 25 pounds.

Work Environment/Work Week/Travel:
Work performed primarily in a standard office environment with the use of a computer and phone. Work performed during standard business hours. Additional hours may be required to meet business needs or deadlines.

Hiring Range: $71,000 - $101,000 (We consider factors such as, but not limited to, scope and responsibilities of the position, candidate's qualifications, internal equity, as well as market and organizational considerations when extending an offer.)

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.



To apply, visit https://pacific.peopleadmin.com/postings/31893









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