Senior Executive Assistant to the President

Details

  • Position Category: Non-Academic
  • Position Title: Senior Executive Assistant to the President
  • School/Department: Office of the President
  • Reports To: President
  • Time: Full-Time
  • Appointment: Regular
  • Position Starts: 09/19/2022

Information & Responsibilities

SUMMARY

The Senior Executive Assistant to the President provides day-to-day administrative support essential for the smooth operation of the Office of the President. The ideal candidate will be highly experienced in managing a range of executive administrative level duties and project management from conception to completion, both independently and collaboratively with both internal and external individuals and teams.

Requirements

ESSENTIAL JOB FUNCTIONS (including but not limited to)

Presidential Schedule and Calendaring

  • Strategic planning of the calendars of the President, to include the cadence of family calendars. Partner with the President and Chief of Staff as needed, to prioritize meetings requests, make appropriate referrals to other offices, and resolve scheduling conflicts, using independent judgment.
  • Acts as a "gatekeeper" and "gateway" to the President, creating win-win for direct access to the President’s time and office. Coordinates the President's meeting calendar with SLT and direct reports. Coordinate weekly and bi-weekly meetings with VPs ensuring scheduling matters requiring the attention of the President are thoroughly developed, researched, and evaluated.
  • Anticipate needs for future appointments on the President’s Schedule and ensure the President is prepared in advance of the appointment. Organize a yearly schedule of meetings as outlined by the President.
  • Manage and oversee booking of spaces managed by the President’s Office.

Email and Correspondence Management

  • Compiles, screens, organizes, and prioritizes the President’s email and mail responding and or drafting responses for the President as appropriate. Identify documents requiring immediate attention and/or action by the President. Forward to appropriate staff or other departments as needed.
  • Successfully completes critical aspects of communication deliverables with a hands-on approach, including drafting acknowledgement letters, thank you notes, personal correspondence, meeting materials and other tasks that facilitate the President’s ability to effectively communicate.
  • Proofreading and drafting acknowledgement letters, personal correspondence, meeting materials and other tasks that facilitate the President’s ability to effectively lead.

Communication

  • Works closely and effectively with the President to keep them well informed of upcoming commitments and responsibilities, following up appropriately and informing applicable staff and faculty as needed.
  • Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated. Assist with trustee relations, maintain discretion and confidentiality in relationships with all board members.
  • Provide information and/or make appropriate referrals to other Institute offices and administrators.
  • Conducts research and edits and completes drafts for written communications and presentations. Answer phones direct calls directed to the President.

Travel Arrangements

  • Local, national, and international travel arrangement for the President, provide relevant background in advance, detailed itinerary outlines, and applicable travel logistical arrangements

Expense Management

  • Managing and reconciling expenses, corporate cards, and receipts.

Meeting and Event Planning

  • Participate in strategic prioritization of events, projects, meetings, and other requests to align with CalArts’ Mission and strategic vision, representing the institute at campus events as well as in meetings with other institutional personnel.
  • Coordinates, plans, participates and or manages events on behalf of the Office of the President including annual staff Holiday Party, Trustee Events, Presidential Picnic, Ice Cream Social, and Graduation. Locations including but not limited to CalArts campus, the President’s House, and external venues.
  • Manage the usage of the Presidential home, working with staff, internally and externally, to ensure compliance of conditional use, permit regulations, and implement all CalArts event policies and protocol.

Project Management

  • Initiate and manage ongoing projects in the Office of the President, including special projects as assigned by CoS, some of which may have organizational impact or be confidential in nature, frequently involving key internal and external constituencies, senior leadership, the Chief of Staff, Office Administrator, and affiliates of the Institute. Duties include chairing meetings, preparing briefing materials for the President and/or senior leaders, and handling follow up task management.
  • Work cross-departmentally with other EAs and Operations Managers within the Institute, delegating tasks to other Executive Assistants.

Qualifications

SKILLS AND QUALIFICATIONS

Required:

  • 5-7+ years of executive assistant experience in the C-Suite supporting a President, CEO, CFO, COO or similar.
  • A strong team player, who thrives in a collaborative setting and able to work with individuals at all levels of the organization.
  • Proactive, positive, and personable with excellent communication skills and an upbeat, “can do” attitude- willing to take initiative with confidence.
  • Resilient, with ability to manage multiple projects and deliver quality work to deadlines.
  • Discretion, diplomacy, and excellent judgment; high degree of integrity when dealing with confidential and sensitive information.
  • Exceptional attention to detail.
  • Strong calendar management, travel arrangement, and prioritization skills.
  • Proficiency with Google Suite, Microsoft Office, PeopleSoft, Gmail, Zoom, Adobe Acrobat, project management and CRM software. Experience with the use of the mobile device and apps, sending texts/ sms messages, and scheduling or capacity to learn. Basic functionality experience with IOS or Android apps and smartphone use including, updating information and/or use of apps.
  • Executive level written and verbal communication skills, interacting with external and internal executives and constituents.
  • Expert organization, planning and project management skills.
  • Excellent problem-solving skills.

Preferred:

  • Bachelor’s degree in a related field.
  • Interest or experience in arts disciplines and knowledge of university operations preferred. Ability to learn and adapt to new technology.

How to Apply

This position is available immediately. If you are interested, please follow the link to apply:

Senior Executive Assistant to the President

Equity & Diversity

California Institute of the Arts (CalArts) seeks to employ faculty who can engage our diverse communities of learners at the highest levels of artistic endeavor and critical thinking.  Across the range of practitioners from artists to scholars and librarians, we welcome candidates who possess a demonstrated worldview and cultural competency to support teaching and mentoring undergraduate and graduate students of varied backgrounds, capabilities, perspectives, social identities and gender expressions. CalArts is an equal opportunity employer.

Further Information

CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.

TypeNon-Academic
School/DepartmentOffice of the President
Reports ToPresident
StatusFull-Time
AppointmentRegular
Available9/19/2022
Requirements

ESSENTIAL JOB FUNCTIONS (including but not limited to)

Presidential Schedule and Calendaring

  • Strategic planning of the calendars of the President, to include the cadence of family calendars. Partner with the President and Chief of Staff as needed, to prioritize meetings requests, make appropriate referrals to other offices, and resolve scheduling conflicts, using independent judgment.
  • Acts as a "gatekeeper" and "gateway" to the President, creating win-win for direct access to the President’s time and office. Coordinates the President's meeting calendar with SLT and direct reports. Coordinate weekly and bi-weekly meetings with VPs ensuring scheduling matters requiring the attention of the President are thoroughly developed, researched, and evaluated.
  • Anticipate needs for future appointments on the President’s Schedule and ensure the President is prepared in advance of the appointment. Organize a yearly schedule of meetings as outlined by the President.
  • Manage and oversee booking of spaces managed by the President’s Office.

Email and Correspondence Management

  • Compiles, screens, organizes, and prioritizes the President’s email and mail responding and or drafting responses for the President as appropriate. Identify documents requiring immediate attention and/or action by the President. Forward to appropriate staff or other departments as needed.
  • Successfully completes critical aspects of communication deliverables with a hands-on approach, including drafting acknowledgement letters, thank you notes, personal correspondence, meeting materials and other tasks that facilitate the President’s ability to effectively communicate.
  • Proofreading and drafting acknowledgement letters, personal correspondence, meeting materials and other tasks that facilitate the President’s ability to effectively lead.

Communication

  • Works closely and effectively with the President to keep them well informed of upcoming commitments and responsibilities, following up appropriately and informing applicable staff and faculty as needed.
  • Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated. Assist with trustee relations, maintain discretion and confidentiality in relationships with all board members.
  • Provide information and/or make appropriate referrals to other Institute offices and administrators.
  • Conducts research and edits and completes drafts for written communications and presentations. Answer phones direct calls directed to the President.

Travel Arrangements

  • Local, national, and international travel arrangement for the President, provide relevant background in advance, detailed itinerary outlines, and applicable travel logistical arrangements

Expense Management

  • Managing and reconciling expenses, corporate cards, and receipts.

Meeting and Event Planning

  • Participate in strategic prioritization of events, projects, meetings, and other requests to align with CalArts’ Mission and strategic vision, representing the institute at campus events as well as in meetings with other institutional personnel.
  • Coordinates, plans, participates and or manages events on behalf of the Office of the President including annual staff Holiday Party, Trustee Events, Presidential Picnic, Ice Cream Social, and Graduation. Locations including but not limited to CalArts campus, the President’s House, and external venues.
  • Manage the usage of the Presidential home, working with staff, internally and externally, to ensure compliance of conditional use, permit regulations, and implement all CalArts event policies and protocol.

Project Management

  • Initiate and manage ongoing projects in the Office of the President, including special projects as assigned by CoS, some of which may have organizational impact or be confidential in nature, frequently involving key internal and external constituencies, senior leadership, the Chief of Staff, Office Administrator, and affiliates of the Institute. Duties include chairing meetings, preparing briefing materials for the President and/or senior leaders, and handling follow up task management.
  • Work cross-departmentally with other EAs and Operations Managers within the Institute, delegating tasks to other Executive Assistants.
Education and Experience

SKILLS AND QUALIFICATIONS

Required:

  • 5-7+ years of executive assistant experience in the C-Suite supporting a President, CEO, CFO, COO or similar.
  • A strong team player, who thrives in a collaborative setting and able to work with individuals at all levels of the organization.
  • Proactive, positive, and personable with excellent communication skills and an upbeat, “can do” attitude- willing to take initiative with confidence.
  • Resilient, with ability to manage multiple projects and deliver quality work to deadlines.
  • Discretion, diplomacy, and excellent judgment; high degree of integrity when dealing with confidential and sensitive information.
  • Exceptional attention to detail.
  • Strong calendar management, travel arrangement, and prioritization skills.
  • Proficiency with Google Suite, Microsoft Office, PeopleSoft, Gmail, Zoom, Adobe Acrobat, project management and CRM software. Experience with the use of the mobile device and apps, sending texts/ sms messages, and scheduling or capacity to learn. Basic functionality experience with IOS or Android apps and smartphone use including, updating information and/or use of apps.
  • Executive level written and verbal communication skills, interacting with external and internal executives and constituents.
  • Expert organization, planning and project management skills.
  • Excellent problem-solving skills.

Preferred:

  • Bachelor’s degree in a related field.
  • Interest or experience in arts disciplines and knowledge of university operations preferred. Ability to learn and adapt to new technology.
Instructions

This position is available immediately. If you are interested, please follow the link to apply:

Senior Executive Assistant to the President

Equity and Diversity

California Institute of the Arts (CalArts) seeks to employ faculty who can engage our diverse communities of learners at the highest levels of artistic endeavor and critical thinking.  Across the range of practitioners from artists to scholars and librarians, we welcome candidates who possess a demonstrated worldview and cultural competency to support teaching and mentoring undergraduate and graduate students of varied backgrounds, capabilities, perspectives, social identities and gender expressions. CalArts is an equal opportunity employer.

Additional Information

CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.