Administrative and Events Assistant Office of the President POSITION SUMMARY Summary of Duties, Responsibilities, and Goals: Provides administrative support for efficient office operations of the President’s office. Prepares materials for presidential meetings and assists with presidential travel logistics and management of the Annenberg President’s House under the direction of the Executive Assistant. Processes the President’s complex expenses, and works with Chief of Staff to process invoices and other office expenses. Serves as a primary point of contact and welcomes internal and external customers to the executive offices of the Administration Building. Fields a variety of inquiries to executive office and provides superior customer service to all executive office visitors. Coordinates receptionist and student worker tasks/projects. Reports to: Chief of Staff This position is represented for purposes of collective bargaining by SEIU. SUMMARY OF DUTIES, RESPONSIBILITIES AND GOALS 1. Reception for executive offices of the Administration Building a. Serves as the first point of contact, greet guests, offer drinks, contact relevant party, answer questions b. Notifies the c. Office of the President when guests arrive 2. President’s expenses a. Processes complex monthly visa statements b. Follows special process for California Club dues payment c. Prepares annual college car usage log d. Processes reimbursements, cash advances, etc. 3. Office of the President expense reports a. Process monthly visa statements for the Chief of Staff and the Associate Director of College Events. 4. Answers phone, answers questions, redirects a. Screens and directs incoming telephone calls 5. Provide support to the Office of the President staff upon request; fulfill a variety of other office duties a. Process Office of the President invoices and expenses under direction of Chief of Staff b. Oversight of the electronic filing system i. h: filing of documents scanned by students.
Transcript
Administrative and Events Assistant Office of the President
POSITION SUMMARY
Summary of Duties, Responsibilities, and Goals: Provides administrative support for efficient office operations of the President’s office. Prepares materials for presidential
meetings and assists with presidential travel logistics and management of the Annenberg President’s House under the
direction of the Executive Assistant. Processes the President’s complex expenses, and works with Chief of Staff to process
invoices and other office expenses. Serves as a primary point of contact and welcomes internal and external customers to
the executive offices of the Administration Building. Fields a variety of inquiries to executive office and provides superior
customer service to all executive office visitors. Coordinates receptionist and student worker tasks/projects.
Reports to: Chief of Staff This position is represented for purposes of collective bargaining by SEIU.
SUMMARY OF DUTIES, RESPONSIBILITIES AND GOALS
1. Reception for executive offices of the Administration Building
a. Serves as the first point of contact, greet guests, offer drinks, contact relevant party, answer questions b. Notifies the c. Office of the President when guests arrive
2. President’s expenses
a. Processes complex monthly visa statements b. Follows special process for California Club dues payment c. Prepares annual college car usage log d. Processes reimbursements, cash advances, etc.
3. Office of the President expense reports
a. Process monthly visa statements for the Chief of Staff and the Associate Director of College Events.
4. Answers phone, answers questions, redirects a. Screens and directs incoming telephone calls
5. Provide support to the Office of the President staff upon request; fulfill a variety of other office duties
a. Process Office of the President invoices and expenses under direction of Chief of Staff b. Oversight of the electronic filing system
i. h: filing of documents scanned by students.
c. Liaison to Campus Dining, Facilities, & Copy Center, Campus dining i. Identify meeting rooms and order refreshments
ii. Orders for President’s Office coffees/lunches iii. Weekly office refreshments
d. Facilities i. Work orders for cleaning, repair, maintenance
ii. Coordinates impactful facilities work with executive suite staff e. Copy Center
i. Maintenance/repair requests ii. Restock paper or staples, replace toner, etc.
f. Oversight of the Office of the President website in coordination with Marketing and Communications. g. Processing daily mail, weekly scanning, and as needed projects such as supply closet organization. h. Order office supplies. i. Order small gifts/flowers/books for various occasions, e.g. thank you, get well, sympathy, etc.
6. Annenberg President’s House
a. Coordinate booking for guests staying at the Annenberg President’s House b. Request and follow up on routine maintenance and cleaning for the House.
7. Book conference room, assist with scheduling
a. Primary contact to reserve executive suite conference room
8. Assist with special events a. Board of trustee name tags, name plates, medallions b. Community meeting logistics
9. Back up student workers as needed
a. Event support (items from storage, clean reusable nametags, etc.) b. Shredding c. Dishes from office visitors d. Campus errands
10. Perform other duties as assigned or requested
QUALIFICATIONS
Experience, Skills and Competencies Required: Minimum 2 years of general office/administrative support experience, including receptionist responsibilities, preferably in an executive suite
● Must have exceptional customer service demeanor and establish a professional, welcoming atmosphere in person and on the phone
● Must have excellent written and oral communication skills ● Must have ability to work with and maintain highly confidential information with the utmost discretion ● Must have excellent organization skills and be attentive to details ● Must have ability to work on multiple tasks effectively and efficiently
● Microsoft Word and Excel with significant accuracy and speed ● Proficiency with Google platform (email, calendar, contacts, shared drive, etc.) preferred ● Designated driver status preferred for occasional President’s Office errands
APPLICATION INSTRUCTIONS
Please submit a resume and cover letter explaining how your qualifications meet the requirements of the position to [email protected].
Satisfactory completion of a background check is required as a condition of employment, but only as permitted by federal, state, and local law, including the City of Los Angeles Fair Chance Initiative for Hiring Ordinance. We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.
