Southern California Institute of Technology
Executive Assistant Job at Southern California Institute of Technology in Anahei
Southern California Institute of Technology, Anaheim, CA, United States, 92899
Position Summary
The Executive Assistant provides high-level administrative support to executive leadership, with responsibilities extending across departments to ensure seamless operations, effective communications, and support for institutional marketing and event initiatives. The role involves handling reporting, assisting with meetings, and preparing presentations, while also supporting marketing efforts and coordinating events as needed. This position is ideal for a detail-oriented, proactive professional skilled in multitasking and effective communication.
Key Responsibilities
1. Executive Support
2. Departmental Administrative Support
3. Marketing and Communications Support
4. Meeting Coordination and Follow-Up
5. Event Coordination and Support
6. Reporting and Analysis
7. General Office Administration
8. Process Improvement
Qualifications
Education: Associate's or Bachelor's degree in Business Administration, Marketing, Communication, or a related field preferred.
Experience: 3-5 years of administrative support experience, with exposure to marketing, event planning, or similar functions a plus.
Skills:
Schedule
This is an hourly position scheduled 40 hours per week. The regular work schedule is intended to be from 9am to 6pm, Mondays-Fridays, but may alter depending on need.
The Executive Assistant provides high-level administrative support to executive leadership, with responsibilities extending across departments to ensure seamless operations, effective communications, and support for institutional marketing and event initiatives. The role involves handling reporting, assisting with meetings, and preparing presentations, while also supporting marketing efforts and coordinating events as needed. This position is ideal for a detail-oriented, proactive professional skilled in multitasking and effective communication.
Key Responsibilities
1. Executive Support
- Manage executive schedules, coordinate meetings and appointments, and arrange travel.
- Serve as a liaison between executive leadership and internal/external stakeholders, ensuring professional and timely communication.
- Prepare and edit documents, reports, and correspondence for executive review.
2. Departmental Administrative Support
- Provide administrative support to various departments as needed, including front desk, admissions, career services, student services, and registrar.
- Assist with tasks like scheduling, data entry, and document preparation to ensure smooth departmental operations.
3. Marketing and Communications Support
- Take photos of events and activities to support social media and marketing content.
- Post on social media platforms as directed, assisting in building the organization's online presence.
- Help develop website content, ensuring alignment with brand guidelines and messaging.
4. Meeting Coordination and Follow-Up
- Attend meetings, take minutes, distribute meeting notes, and follow up on action items.
- Prepare agendas, presentations, and other materials for meetings to support executive leadership.
- Track and monitor completion of tasks from meetings, providing reminders and updates as needed.
5. Event Coordination and Support
- Coordinate event logistics, including purchasing supplies, booking venues, and managing vendor relationships.
- Support on-site event setup, registration, and execution to ensure events run smoothly.
- Maintain an inventory of event materials and supplies and prepare budgets for upcoming events as needed.
- Assist with post-event follow-up, including sending thank-you notes and collecting feedback.
6. Reporting and Analysis
- Review and analyze reports, identifying and summarizing key insights for executive review.
- Develop reports as requested, conducting research and analysis to provide actionable recommendations.
- Assist in preparing presentations with data visualizations, charts, and graphs as needed
7. General Office Administration
- Manage office resources, coordinating with vendors to ensure smooth daily operations.
- Assist in planning staff functions, meetings, and other internal events.
- Maintain confidentiality of sensitive information and exercise discretion with executive communications.
8. Process Improvement
- Identify and implement process improvements for the executive office and support departments.
- Develop and document standard operating procedures for recurring tasks and responsibilities.
Qualifications
Education: Associate's or Bachelor's degree in Business Administration, Marketing, Communication, or a related field preferred.
Experience: 3-5 years of administrative support experience, with exposure to marketing, event planning, or similar functions a plus.
Skills:
- Strong organizational skills with attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspaces (Google Docs, Sheets, Slides) and experience with social media platforms.
- Excellent communication skills, both written and verbal.
- Ability to manage multiple tasks with competing priorities.
- Knowledge of event coordination and familiarity with marketing and social media best practices.
- Exhibits professionalism, strong work ethics, honesty, integrity, courtesy and respect in all dealings with students, guests, or others with whom the school conducts business.
- Ability to learn quickly and adapt to the climate and culture of the campus, while also developing a thorough knowledge of procedures, policies, and processes.
- Ability to compose/draft original written correspondence and documents such as policy documents, reports, memos, agendas and letters.
Schedule
This is an hourly position scheduled 40 hours per week. The regular work schedule is intended to be from 9am to 6pm, Mondays-Fridays, but may alter depending on need.