Administrative Assistant, President's Office California College of the Arts
California College of the Arts is seeking an intelligent, friendly, and committed administrator to become an integral part of the President's Office team. The Administrative Assistant, working closely with the Board Liaison and the President's Executive Assistant, provides confidential, executive-level support to the California College of the Arts Board of Trustees, the Office of the President, and the college's Senior Team. This position requires the ability to work with a high degree of autonomy and to perform a broad range of duties in support of the administrative processes of the office.
This position reports to the Special Assistant to the President & Board Liaison, in the Office of the President. Executive Administration and General Office Support:
Manages executive calendars, scheduling of appointments, and meetings/agenda preparation, as required.
Serves as a receptionist for visitors to the San Francisco office, as needed. Maintains supplies and equipment for the San Francisco office.
Responds to inquiries, including answering the telephone for the purpose of resolving problems, providing information, and/or referring to appropriate personnel.
Develops and maintains filing systems with key focus on maintaining integrity and order; photocopies and collates documents, reports, and other materials as required.
Prepares and processes requisitions, check requests, and expense reimbursements and serves as a liaison with the business office in reconciling budget issues.
Opens, reviews, and distributes mail received by the Office of the President to appropriate staff/departments.
Executes projects such as gifts and recognition of community members, as directed.
Helps with event coordination, including special events on and off campus, visitors to campus and board and staff retreats; may also coordinate meeting schedules of special committees as directed.
Performs other duties and responsibilities, as assigned.
Board of Trustees Support:
Coordinates and attends all meetings of the Board of Trustees, including committee meetings.
Coordinates all meeting logistics including room reservations, technical needs for a/v presentations, refreshments, optional activities, and recording equipment. Helps to ensure a top quality meeting experience for all participants.
Prepares and coordinates meeting agendas and materials in collaboration with the Special Assistant/Board Liaison. Helps ensure that materials are distributed in a timely fashion.
Records and transcribes meeting minutes in a concise, accurate, and efficient manner while utilizing the college's style guidelines and current editing and writing skills. Produces a final draft of minutes no later than 10 business days after the meeting.
Records actions taken at meetings; processes documents approved by the board and committees including resolutions, agreements, and contracts; and processes other pertinent documentation as required by the Board of Trustees.
Documents, maintains, and organizes the Board of Trustees minutes and materials for archival purposes.
Prepares and distributes annual documents including the Board of Trustees directory, meeting calendar, and committee lists.
Assists with board communication and online file management of board materials.
Is knowledgeable about the preferences of individual trustees regarding communications and interactions with CCA and ensures that the college facilitates a positive and effective volunteer experience for trustees.
Maintains a pleasant and professional demeanor in all interactions with trustees, faculty, and staff with the goal of providing excellent administrative support service to CCA leaders.
Maintains trustee files and other notes about meetings of the Senior Team with various constituencies on Raiser's Edge.
Position Requirements / Minimum Qualifications:
Experience in a service or support position working with high-level clients or customers required; experience as staff support to a board preferred, including knowledge of board policies, procedures, and standards for a non-profit governing board.
Excellent transcribing, writing, and editing skills. Samples of verifiable written documents will be required as part of the screening process.
Excellent verbal communication skills with the ability to interact effectively and professionally with all campus constituencies.
Ability to work independently and maintain confidentiality.
Strong project, organizational, and time management skills that reflect an ability to perform and prioritize multiple tasks seamlessly with an excellent attention to detail in an environment with numerous interruptions and deadlines.
Proficiency with computer technology and software systems including Microsoft Word, Microsoft Excel, Gmail, Google Drive, and Google calendar. Proficiency with Mac systems and constituency database software such as Raiser's Edge a plus.
Experience in an education and/or arts environment highly desirable.
Location San Francisco
Application Instructions Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments, we recommend compressing/zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.
Application Deadline For staff positions, screening begins immediately and continues until the position is filled.
EEO Statement As an educational and cultural institution, California College of the Arts has a responsibility to provide access and opportunities for all people, with special attention to supporting groups historically underrepresented in higher education.
We believe that a culturally diverse campus is integral to academic excellence, and our student, faculty, staff, and trustee bodies should reflect the diverse world in which we live, with attention to race, ethnicity, religious creed, national origin, age, sex, sexual orientation, gender identity or expression, and ability.
California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity.
Founded in 1907, California College of the Arts (CCA) is an independent art college with 21 undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, comics, curatorial practice, design, design strategy, film, fine arts, visual and critical studies, and writing. Through these programs, the college has created a dynamic and interdisciplinary environment. Diverse cultural perspectives enrich the CCA community and the college believes that continuing to expand the horizons of the students and faculty is essential to achieving its educational objectives. With campuses in Oakland and San Francisco, CCA currently enrolls 1,950 full-time students.