Executive Assistant II

Overview

For Applicants Seeking Job Opportunities within the University. Internal:
Internal applicants will be considered within the first five (5) business days of the posting period. External:
External applicants will be considered on the sixth (6) business day of the posting period.

Sponsorship:
This position is not eligible for a visa sponsorship now or in the future.

Primary Purpose

Under minimal supervision and direction, perform a variety of administrative and strategic support services for Chief Financial Officer and Executive Vice President for Finance and Operations (CFO / EVP) for the University of the Pacific, as well as respond to requests from the President’s Office, Cabinet, Board of Regents, and other Senior Executive Administrators ve as a liaison between the CFO / EVP and other members of the University community.

Handle details of a highly confidential and critical nature. Exercise independent judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.

Responsibilities include, but are not limited to:

• Provide advanced administrative support in managing the CFO / EVP schedules and meetings. Manage office, utilizing discretion and independent judgement in performing job duties, including decision making for executive scheduling, considering the sensitivity and nature of meetings, confidential personnel information, and other business matters. This support may include, but is not limited to:
• • Maintain a complex schedule that is often changing and prioritizes multiple meetings, administrative events, travel plans, and other appointments.
  • Coordinate scheduling with others at the University and external to the University.
  • Prepare Board meeting materials (e.g., agendas, seating arrangements/placards), AV/technology, takes minutes and follow-up lists for three Board Committee meetings (Audit, Investment, and Finance/Facilities), and prepare minutes for the CFO / EVP and Regents’ reviews. Work directly with the Director of the Board of Regents and review and coordinate the upload of all Board materials in the online Board portal for the three committees.
  • Coordinate with Regents to schedule prep meetings for Board Committee meetings/events.
  • Coordinate logistics for CFO / EVP meeting from weekly Leadership Team meetings to division-wide meetings/events to Board meetings, as well as other activities which may include catering service, technical support, meeting invitations, guest lists, presenters, speakers, meeting venues, transportation and contracts with outside vendors.
  • Prepare meeting materials and other documents as needed for meetings/events.
  • Coordinate travel arrangements for business related events and activities.
• Serve as key contact for the CFO / EVP office, interacting with individuals from all organizational levels of the University in a professional and congenial manner.
• Assist the President’s Office with special projects as requested.
• Review and summarize requests for CFO / EVP signature.
• Attend meetings, including Leadership Team and Board meetings, take and prepare minutes and provide minutes as requested.
• Oversee administrative tasks that may include direction/training of other administrative staff.
• Maintain, develop, and improve administrative and operational processes as needed.
• Maintain office services by organizing office operations and procedures.
• Design and manage filing systems.
• Assign and monitor clerical functions.
• Approve items as a delegated proxy for the CFO / EVP.
• Act as a lead role, participate and provide support for special projects, committees, events, awards and other activities.
• Perform miscellaneous duties as assigned or requested.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.