Executive Assistant
hace 4 días
Orange
Job Description Reporting directly to the Senior Vice President of Investments and Administration (SVP), the Executive Assistant (EA) serves as a critical partner in driving the success of the Investments and Administration Office. This role provides high-level executive support by coordinating day-to-day activities, managing complex projects, and ensuring the seamless execution of strategic initiatives across the Office of Investments and Administration. The EA acts as a trusted liaison between the SVP and internal/external stakeholders, exercising sound judgment, discretion, and professionalism in all communications. With a proactive and solutions-oriented approach, the EA streamlines workflows, manages scheduling and logistics, and supports cross-functional efforts that align with institutional goals. Responsibilities include researching and prioritizing issues, overseeing special and strategic projects, attending key meetings, and representing the office, as needed. Additionally, the EA provides essential administrative support and serves as the office manager, ensuring operational efficiency and excellence. Completes other duties as assigned. This position is in-person, five days per week in Orange, CA. Responsibilities Executive-Level Support and Strategic Partnership: · • Assist in preparation of materials, agendas, reports, graphs, charts, tables and other supplemental materials, some of which need to be compiled from different sources for high-level meetings, • Coordinate and organize all scheduling logistics for in-person and virtual meetings with internal stakeholders, board members, and external partners, including preparation and distribution of materials, agendas, minutes, and follow-ups, • Manage complex calendars, travel, and meeting logistics for the SVP, • Act as primary point of contact for internal and external stakeholders, • Research and prioritize any incoming/pending issues and determine appropriate course of action, referral, response, and follow-up, • Conduct necessary data/information gathering and analysis to prepare recommendations for implementation of different projects and initiatives, • Draft and manage correspondence, reports, and presentations, • Represent the office in meetings and on committees as needed, • Handle sensitive and proprietary information with discretion and tact, • Anticipate needs and proactively resolve issues to optimize productivity, • Maintain strong relationships across departments and with external partners, • Lead or support ad hoc initiatives aligned with university goals, • Assist with investment-related reporting and documentation, including maintaining complex internal databases and tracking systems, • Contribute to strategic planning and organizational development, • Coordinate cross-functional projects from inception to completion, • Track milestones, deliverables, and timelines for a variety of programs, activities, projects, and strategic initiatives and assist in resolving any issues as needed, • Conduct research and synthesize information to support decision-making, • Assist in preparation, submission and/or retrieval of a variety of investment and finance related documents, reports, and forms for external and internal constituencies, • Liaise with legal, compliance, fund administrators, managers, and others to ensure time and accurate execution of all documents and requests submitted by the office, • Oversee day-to-day operations of the Office of Investments and Administration, • Manage office resources, supplies, and vendor relationships, • Implement systems and processes to improve efficiency, • Ensure compliance with university policies and procedures, • Bachelor’s degree in business, finance, accounting, or a related field—or equivalent combination of education and experience, • Minimum of 5 years supporting senior-level executives in a fast-paced, professional environment, • Proven ability to manage multiple complex projects and priorities under pressure, • Skilled in organizing workflows, setting timelines, and recommending strategic next steps, • Strong attention to detail and time management skills, • Experience coordinating logistics for meetings, events, travel, and office operations, • Demonstrated discretion, sound judgment, and ability to handle sensitive information with confidentiality, • Ability to assess situations quickly, prioritize effectively, and respond to urgent needs, • Excellent verbal and written communication skills, including editing and proofreading, • Strong interpersonal skills with the ability to build trust and collaborate across diverse groups and organizational levels, • Commitment to customer service and team-oriented work · Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), • Comfortable working with financial data and spreadsheets, • Ability to learn and navigate enterprise systems and software platforms · Familiarity with standard office equipment, • Understanding of university culture, operations, and governance, • Ability to navigate complex organizational dynamics with tact and diplomacy, • Capacity to work independently, analyze data, and make sound recommendationsCompany DescriptionChapman University is a nationally ranked institution offering traditional undergraduate and graduate programs in the heart of Orange County, one of Southern California’s most diverse and vibrant regions. The university achieved R2 status in the Carnegie Classification of Institutions of Higher Education, a distinction held by just 10 percent of all U.S. universities. Chapman University does not discriminate on the basis of race, color, gender, religion, national or ethnic origin, disability, age, marital status or sexual orientation in the administration of its education policies or any other policies or programs administered by the university.Chapman University is a nationally ranked institution offering traditional undergraduate and graduate programs in the heart of Orange County, one of Southern California’s most diverse and vibrant regions. The university achieved R2 status in the Carnegie Classification of Institutions of Higher Education, a distinction held by just 10 percent of all U.S. universities. \r\n\r\nChapman University does not discriminate on the basis of race, color, gender, religion, national or ethnic origin, disability, age, marital status or sexual orientation in the administration of its education policies or any other policies or programs administered by the university.