Executive Assistant, Board of Regents & Presidents Cabinet
Primary Purpose: Under limited supervision and direction, this position provides advanced administrative support for the Board of Regents, President's Cabinet and the Office of the President. Handles details of a highly confidential and critical nature. He or she works to optimize the Board of Regents, President's Cabinet and the Office of the President as an effective liaison with internal and external constituents. The Office of the President is a dynamic and fast-paced environment; the successful candidate is flexible, discerning and able to balance competing priorities and projects.
Essential Functions: 1. Serves as a key contact for the Board of Regents, Presidents Cabinet and the Office of the President interacting with individuals from all organizational levels of the university, local community, government, major business and professional leaders and benefactors in a professional, congenial and inclusive manner.
2. Maintains complex calendars including scheduling, tracking, communications, updates and reminders for both the Board of Regents and the Presidents Cabinet.
3. Serves as primary contact to the Regents for the purpose of scheduling meetings, tracking event RSVPs, arranging lodging and responding to other needs as requested and regularly monitors the Pacific Regents email account and follows up as needed.
4. Provides advanced and proactive administrative support in coordinating Board of Regents, Presidents Cabinet and other meetings, projects and events including: securing meeting rooms, catering services, and A/V resources; coordinates with attendees and staff support; prepares agendas, correspondence, presentations; collaborates with Manager of Presidential Events, as assigned; and ensures all details are executed with utmost quality and efficiency.
5. Takes and prepares minutes for Presidents Cabinet meetings and retreats as well as assigned Board of Regents meetings and committee meetings, follows up on relevant action items and serves as back-up minute taker to SBOR.
6. Ensures Board records, minute books and operations manual are properly maintained and up to date.
7. Possesses a working knowledge of the board portal software to assist with loading of meeting materials and ensures resources, contacts and other information in the portal remain current. Serves as the back-up administrator of the board portal.
8. Maintains Cabinet SharePoint site and ensures minutes and other records are properly stored.
9. Tracks expenses and complies with established budgets.
10. Serves as a primary contact and lead coordinator of all details related to Regent attendance at university special events.
11. Prepares and maintains the Board of Regents directory, mailing list, contact database and distribution lists and ensures changes are effectively communicated to relevant constituents.
12. Oversees AGB membership records and publications inventory.
13. Assists SBOR with calendaring and travel coordination.
14. May be called upon to provide back-up to the Presidents Assistant and to the Presidents Office.
15. Provides advanced administrative support on presidential projects and initiatives and performs other miscellaneous duties as assigned or requested.
Five (5) years of increasingly complex office experience.
Must have experience in the maintenance of confidential records and knowledge of office management principles and procedures.
Bachelors degree or equivalent combination of education and experience.
Previous experience providing administrative support to a board of directors.
Skills/Knowledge and Expertise:
Familiarity with board governance structures and principles.
Experience supporting or interacting with high profile business and professional leaders.
Demonstrates a strong work ethic, sense of urgency and an ability to balance and prioritize multiple projects and meet strict deadlines in a fast-paced environment while maintaining a professional demeanor.
Ability to perform duties using the highest level of confidentiality, discretion and respect for others.
Excellent (thoughtful and articulate) interpersonal, verbal communication and writing skills.
Demonstrated professional, approachable and inclusive demeanor and a desire to provide excellent service to diverse populations with a commitment to promote and enhance diversity and inclusion.
Must exercise sound judgement, take initiative and demonstrate the willingness and ability to solve problems.
Ability to work independently but also understands the value and importance of working as part of a team.
Possesses experience with board portal technology, tech-savvy skills related to meeting technologies, and is adept at learning new software programs.
Physical Requirements: The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Duties require frequent sitting, repetitive use of hands and wrists while using computer keyboard and phone. Occasional walking, standing and simple grasping. Infrequent climbing stairs, bending, stooping, kneeling or reaching. May be requested to lift up to 25 lbs.
Work Environment/Work Week/Travel: Work is primarily performed in normal office environment. Meetings are occasionally conducted at offsite venues. Work may be required during non-business hours and weekends. Occasional travel both local and overnight.
Valid drivers license required. Incumbent must also be able to meet the Universitys fleet rules and be eligible to drive for University business. The Universitys insurance carrier reserves the right to exclude applicants based on their driving record.
Hiring Range: Commensurate with experience, exempt
Background Check Statement: Applicants who are selected as final possible candidates must pass a criminal background check.
Drawing on its rich legacy as the oldest chartered university in California, Pacific is a student-focused, comprehensive educational institution that produces outstanding graduates prepared for personal and professional success. Our student body thrives in Pacific's small classes and dynamic cultural environment, while our distinguished alumni are transforming their communities every day.
University of the Pacific is a nationally ranked university with a long tradition of dedicated teaching, small class sizes, practical experience and vibrant residential life. The breathtaking main campus in Stockton, California is home to seven schools and colleges, with more than 80 majors and programs of study. Pacific also has the McGeorge School of Law in Sacramento and the Arthur A. Dugoni School of Dentistry in San Francisco. Total university enrollment is nearly 7,000, with 3,757 undergraduates in an average class size of 19 and a student/faculty ratio of 14:1. Eighty-seven percent of students come from California, with 35 other states and 25 foreign countries also represented.