Executive Assistant to the AVP of Strategic Marketing and Communications at University of La Verne in La Verne, California

Job Description:

The Executive Assistant to the AVP of Strategic Marketing and Communications plays a crucial role in supporting the AVP in managing their daily activities and ensuring the smooth operation of the office. This position involves handling a variety of tasks, including calendar management, communication screening, project support for the Operations and Integrated Marketing team, and administrative responsibilities. This position is key in keeping the AVP informed of university and division matters as they arise, while also providing administrative support for the front office, such as ordering supplies, coordinating all staff meetings, taking meeting minutes, compiling reports, tracking inventory, processing invoices, and assisting with budgeting.

• Maintain an accurate and detailed calendar for the AVP of Strategic Marketing and Communications, manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts.

• Prioritize the AVP's tasks and projects daily, monitor all emails, documents, or materials requiring input and/or approval.

• Screen all communications to the AVP. Compose important and confidential correspondence and documents requiring a broad knowledge of division operations, policies, procedures, and regulations.

• Organize internal and external meetings for the AVP, including notifying attendees, reserving conference rooms, handling logistics, drafting and distributing agendas, taking minutes and sending out to team as necessary, and building and editing PowerPoint presentations.

• Provide special project support to the AVP, liaising with the Integrated Marketing and Operations team as required.

• Provide analytical support by preparing various reports that involve gathering data, summarizing information, and compiling into the appropriate format.

• Maintain and manage the office environment, ensuring cleanliness is maintained, ambiance is welcoming, and office supplies are stocked.

• Answer phones, greet guests, and other administrative tasks as needed.

• Process invoices, check requests, expense reports, requisitions, and purchase
  
  order forms in a timely manner.

• Maintain organized and up to date records of invoices, payments, and related
  
  documentation.

• Manage all travel arrangements and reservations for the AVP.

• Be a culturally competent employee who attends/completes mandatory diversity and inclusivity trainings as provided by the university.

• Other duties assigned by the AVP of Strategic Marketing and Communications.

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