Executive Assistant II

Mission Driven, Community Focused About Charles R.Drew University of Medicine and Science (cdrewu.edu) (https://www.cdrewu.edu/about/)

Charles R. Drew University is located in the Watts-Willowbrook area of south Los Angeles and was founded in 1966 in the wake of the Watts uprising. CDU was founded to address inadequate medical care in the region and to provide equitable medical education opportunities for under-represented students.

CDU offers the only historically black Doctor of Medicine program west of the Mississippi, and is strongly invested in the local and regional community. The university leads multiple partnerships and programs to provide equitable healthcare resources in a variety of south Los Angeles neighborhoods.

The Executive Assistant provides specialized, confidential administrative and project management support to the Senior Vice President, Advancement and Operations (SVP) and Chief Operating Officer, and the Senior Vice President, Finance and Chief Financial Officer (CFO). Manages and coordinates day-to-day administration and operational affairs for the SVP/COO and the Office of Finance. The Executive Assistant represents the University and communicates the commitments of the SVP/COO to internal and external audiences.

Essential Duties and Responsibilities:

• Prepare reports and presentations for the University, as well as the CDU Board of Trustees and the Advancement Committee.
• Coordinate the preparation, development, and production of major documents and other materials for meetings with major gift prospects and donors.
• Collect and organize data and determine appropriate formats for displaying results.
• Provide confidential, administrative support to the SVP/COO and SVP/CFO Maintain calendar; make the conference, travel, and lodging arrangements. Schedule meetings, arrange logistics, and prepare materials. Attend meetings and take minutes.
• Develops, maintains, and reinforces alliances internally and externally to create mutual benefit.
• Develops or uses systems to organize and keep track of the SVP/COO’s schedule.
• Adjust and organize schedule and follow up accordingly.
• Serve as an internal resource to faculty, administrators, and others. Respond to inquiries and requests for information requiring knowledge of divisional, departmental, and University policies and procedures.
• Creates and manages an incoming and outgoing document log for SVP/COO to review work of direct reports.
• Coordinate efforts or contributions of numerous persons in the Office of Strategic Advancement.
• Coordinates collection and preparation of operating reports, such as time and attendance records, terminations, new hires, and transfers and compliance reporting.
• Research write and edit communications and reports for review and approval of the SVP/COO.
• Ensure confidentiality and control access to sensitive information, including investigation related matters. Maintain confidential files ensuring quick retrieval.
• Oversee all clerical and administrative support functions.
• Oversee and facilitate human resources administration procedures and documentation for the Office of Strategic Advancement. Coordinate recruitment planning and searches.
• Act as primary contact with IT, vendors, travel services, and facilities as needed.
• In the SVP/COOs absence, ensures that requests for action or information are relayed to the appropriate staff member. As needed, interprets requests, helps implement action and decides whether the SVP/COO should be notified of important or emergency matters.
• Initiate appropriate action to resolve routine to moderately complex problems.
• Build effective and inclusive relationships with personnel at a variety of levels.
• Guide other employees regarding new methods, assignments, or procedures and provides an orientation to new OSA team members.
• Mentor and develop work-study students and other support staff. Provide training to students on the use of instructional equipment.
• Work under limited supervision and execute independent work planning.
• Monitors the budget and expenses for Advancement team supplies, equipment, training, and travel.
• Welcomes visitors, guests, students, faculty, and staff.
• Driving may be required; some weekends may be required.

Other Duties and Responsibilities:

• Perform other duties as assigned.

Qualifications/Requirements:

EDUCATION:

• Regionally accredited bachelor’s degree, or the equivalent of…