Executive Assistant

USC’s Office of Research Strategy & Development (RSD) is a service component of the Office of Research and Innovation with the mission to support USC faculty and staff in the strategic pursuit of competitive federal funding opportunities with a targeted focus on large, multidisciplinary research endeavors. RSD provides various support services for faculty across the university, from proposal conception to post-submission support. These services include liaising between the federal funding agencies and faculty, providing proposal preparation assistance, supporting the Associate Vice President of Research Strategy & Innovation and the broader Office of Research & Innovation, and participating in university-wide research development and faculty engagement activities. While the focus is on federal funding opportunities, RSD also works to pursue funding from state agencies and foundations. For more information about RSD, please visit our website at https://rsd.usc.edu.

RSD is seeking an experienced Executive Assistant to join its team. The Executive Assistant is responsible for providing high-level administrative support to office leadership, ensuring smooth operations and strategic alignment. The Executive Assistant role requires excellent organizational skills and the ability to manage multiple priorities in a fast-paced research and academic environment.

Job Accountabilities:

Reporting to the Executive Director of Research Strategy & Development, the Executive Assistant will have the duties and responsibilities outlined below:

Administrative Support

· Manage the schedule of senior leadership, including the Executive Director and Associate Vice President of Research Strategy and Innovation

· Organize and coordinate meeting and special events

· Prepare and disseminate meeting agendas and materials

· Prioritize and manage emails, calls, and correspondence

Office Operations

· Maintain confidential files and records

· Oversee and manage office equipment needs

· Ensure compliance with all USC policies and procedures

Budget and Expense Management

· Work with partner Senior Business Officer to monitor and manage office budget

· Process invoices and reimbursements

· Prepare and manage travel expense reports

Special Project Coordination

· Assist with the development and management of various office programs, including innovation-related activities (i.e. USC Techstars program)

· Liaise with internal and external stakeholders to facilitate innovation activities

· Create and maintain database of internal and external innovation partners

Other Duties as Assigned

· Adapt to the evolving needs of the office

· Handle ad-hoc tasks to ensure efficiency of office activities

Preferred Qualifications

· 7+ years of relevant professional and working experience

· 7+ years of relevant experience working in an academic research environment.

· Experience with providing administrative support within a highly detailed-oriented environment

· Knowledge of systems, including Workday, Kuali, etc.

· Excellent interpersonal skills, oral communication skills, and language usage to convey information verbally and in writing.

· Experience managing strategic partnerships with external organizations and institutions, including community colleges, other private and public universities, community organizations, etc.

In addition, the successful candidate must also demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values of integrity, excellence, diversity, equity and inclusion, well-being, open communication and accountability.

The annual base salary range for this position is $80,000.00 - $85,000.00. 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 equity, federal, state and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

#LI-AW1

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