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Executive Assistant – Board of Trustees

National University

This is a Full-time position in Anaheim, CA posted May 25, 2022.

Position Summary:
With strategic leadership, provide highly complex project and administrative support to the Chancellor for the National University System (NUS). Champion multiple priority projects and sensitive and confidential information discreetly. Anticipate challenges and identify next steps in resolving complex problems while sustaining a high level of execution and composure. Partner with executive administrators and Board of Trustees for operational success. Manage calendars and facilitate complex domestic and international meetings.
Essential Functions:
Comprehends the Board of Trustee and Committee structures, including in-depth knowledge of the internal and external attendees required for each meeting.
Organizes the on-boarding of new Trustees including the scheduling and participation of site tours, the scheduling of 1:1s for Trustees and education for the new Board member and executive administrators on processes and protocols assigned to each BOT member.
Acts as a ‘concierge’ to the Board Trustees at each meeting, which may involve handling a wide range of personal and individualized requests to ensure the smooth functioning of meetings.
Expedites communication with the offices and staff of the Chair of the Board, CEO, CFO and General Counsel.
Manages meeting arrangements for Board of Trustees and Committee meetings including logistics associated with summits, including travel arrangements, catering, etc.
Develops and/or edits PowerPoint presentations, Word and Excel tables/charts to facilitate board members strategic decisions.
Evaluates board documents, including meeting agendas, correspondence, articles, reports, memos and other materials ensuring accurate data and/or information including examining documents requiring signatures.
Manages the master calendar for the Board of Trustees, which includes scheduling, expediting and attending meetings of the Board of Directors, each Board Committee and related meetings. Administers approval for Board-related fees and/or expenses.
Essential Functions (continued):
Partners with management on University corporate records, including legal minutes and recording actions taken by Board members.
Ensures information and/or reference materials for the Board of Trustees and Board Committees are available for members prior to sessions. Sustains Trustee directory and Committee directory.
Organizes offsite events as well as collaborates closely with event planners, caterers, security, restaurants and hotel staff.
Other duties as assigned.
Supervisory Responsi bilities : N/A
Education & Experience:
Bachelors degree in Business Administration, or related field, required; and, eight (8) years experience supporting C-Level executives, required; to include: Five (5) years demonstrated experience in event planning and facilitation; or, equivalent combination of education and experience.
Competencies/Technical/Functional Skills:
Ability to participate as an active team member of the Business Unit, Department and University to work toward a common goal.
Accepts personal accountability, proactively seeks resolution for personal limitations head-on; and supports honesty and respect towards others, the company and oneself.
Actively seeks to influence, build effective relationships and gain alignment with peers, functional partners and/or external partners to accomplish business objectives.
Develops new insights into situations; questions conventional approaches; encourages new ideas and innovations; designs and implements new or cutting-edge program and processes. Ability to generate and/or recognize imaginative or creative solutions that generate successful outcomes.
Superior knowledge, principles and practices project management, systems, policies and procedures including knowledge of organizational structure within a higher education environment, preferred. Demonstrates an understanding of underlying organizational issues. Prior experience interacting with and facilitating Board members.
Solid analytical, critical thinking, problem-solving, detail-oriented, follow-up, follow-through, as well as successfully prioritizing and managing multiple assignments and/or projects simultaneously.
Demonstrated ability to maintain a high degree of diplomacy, confidentiality and sound judgement while demonstrating an ability to use discretion to manage and impart confidential information.
Proven ability to communicate professionally with students, alumni, faculty, administrators and dignitaries along with knowledge of and comfort with social skills and etiquette.
Advanced use of computers and Microsoft Office Suite Applications such as Word, Excel, Power Point, Outlook and software application used within a higher education environment in conferencing such as BoardVantage, Adobe Acrobat Pro, Skype, WebEx, ZOOM as well as smartboards, iPads, tablets and other electronic board book platforms. Knowledge of audio visual and online meeting tools, required.
Competencies/Technical/Functional Skills (continued):
Strong interpersonal skills and the ability to successfully communicate with a wide range of individual of constituencies in a diverse community. Ability to handle public relations and client relationships with successful presentation skills.
Work independently and foster a cooperative spirit within a large and/or small team of diverse cultures, while working in a fast-paced environment with multiple deadlines and frequently changing priorities.
Physical Demands/Environment:
Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures and viewing a computer terminal. The work is performed in an office environment.
Travel: Some travel required