Executive Assistant to the Provost

About USC

The University of Southern California is one of the world’s leading private research universities. An anchor institution in Los Angeles, a global center for arts, technology and international business, USC’s wide variety of curricular offerings provide extensive opportunities for interdisciplinary study and collaboration with leading researchers in highly advanced learning environments.

About the Office of the Provost

The Office of the Provost provides academic leadership to the University of Southern California. Its fundamental task is to ensure excellence in teaching, research, and scholarship. Andrew Guzman, Provost and Senior Vice President for Academic Affairs, is USC’s second-ranking official and the Chief Academic Officer. He oversees 18 of the university’s professional schools and academic units, in addition to the USC Capital Campus, USC Museums, the Shoah Foundation, and the divisions of student life, libraries, student religious and spiritual life, and enrollment services.

About the Opportunity

The Office of the Provost is seeking an Executive Assistant to the Provost to provide important administrative support and play an integral role on the Provost Office team. Reporting to the Chief of Staff to the Provost, the Executive Assistant works closely with the Provost and Chief of Staff to manage the Provost’s day-to-day schedule and briefings, prioritize weekly meetings and projects, and facilitate communication with direct reports and the University community to ensure the Provost’s daily success. This role interacts with leaders and employees across the University to ensure the Provost’s priorities move forward while maintaining an efficient and collegial workspace. Proven leadership experience, attention to detail, strong verbal and written communication skills, and the ability to preserve confidentiality are required.

The ideal candidate will have:

· A commitment to quality and exhibit good professional judgment

· A meticulous attention for details and accuracy

· Exceptional communication skills, both written and verbal

· Experience working in a fast-paced, high-volume, executive office environment, performing administrative duties and providing support to executives

· Strong time-management skills and organizational skills to address, prioritize, and coordinate multiple projects, problems, and activities concurrently

· Strength as a proactive problem solver with skills in problem identification and resolution

· A professional demeanor, confidence, and willingness to adapt to changes and address challenges

Application Procedure:

To be considered for this opportunity, please submit a cover letter with your resume – this can be added at the same place in application process either as a separate document or one document with resume.

Job Responsibilities:

· Manage the daily schedule of the Provost and ensure the calendar reflects the Provost’s key strategic and operational time management priorities. The work includes preparing daily calendar briefings; coordinating with staff and University leaders to organize meetings; and managing logistical support including agendas, materials, communications, space, catering, technology, etc.

· Complete administrative work for the Provost, including expense reports, equipment purchases, vendor needs, travel arrangements, etc. Manage travel and purchasing logistics, as well as submitting financial/travel documents and receipts on behalf of the Provost.

· Supervise the Executive Administrative Assistant and Administrative Assistant II who provide scheduling and administrative support to the Vice Provosts, manage reception operations, and provide customer service via in-person visitors, email, and phone.

· Assist the Chief of Staff in overseeing operations of Provost’s Office, including maintenance and repair of equipment and facilities; management of vendors, purchasing, internal requisitions, and purchase orders; maintenance of office supplies. Maintain accurate, secure, and confidential records. Analyze department operations, prepare reports with recommendations for efficiencies.

· Manage administration activities for the Academic Affairs Committee of the USC Board of Trustees, including meeting logistics and communications. Manage administration activities for the Deans’ Council, including meeting logistics and communications.

· Lead triage, assignment, response drafting, and response tracking of communications received by the Provost and Provost Office, including incoming phone and email correspondence. Assist in development, preparation and delivery of reports, publications, speeches, presentations, official correspondence, etc., as needed by Provost and the Chief of Staff.

· Manage special projects on behalf of Provost and Chief of Staff. Assist in planning and administration for committees and monitor progress toward completion of assigned tasks. Ensure that committee reports and recommendations are submitted in a timely manner.

· Contribute to a positive and inclusive environment that values differences by building and maintaining collaborative relationships with team members, peers, and partners.

· In addition, the successful candidate must demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values.

· Perform other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

Minimum Qualifications

· Bachelor's degree

o Combined experience/education as substitute for minimum education

· Five years of experience in an executive support function reporting directly to a senior leader

· Supervising administrative operations of multi-faceted department

· Excellent written and oral communication

· Working collaboratively as part of a team

· Organizational skills to address, prioritize and coordinate multiple problems and activities concurrently

· Strong time-management skills and an ability to organize and coordinate multiple concurrent projects

· Problem identification and resolution

· Proficiency with office productivity tools and an aptitude for learning new software and system

· Flexible team player, willing to adapt to changes and unafraid of challenges

· Ability to maintain confidentiality of information related to the company and its employees

· Human resource processes

Preferred Qualifications

· Master’s degree

· Seven years of experience in an executive support function reporting directly to a senior leader

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

The annual base salary range for this position is $95,000 - $110,000. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer alignment, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

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Minimum Education: - Bachelor's degree - Combined experience/education as substitute for minimum education Minimum Experience: - 5 years Minimum Field of Expertise: - Experience in supervising administrative operations of multi-faceted department. - Strong organizational skills to address, prioritize and coordinate multiple problems and activities concurrently.