A.S. Executive Assistant Job Vacancy in Associated Students of San Diego State University San Diego, CA – Latest Jobs in San Diego, CA – updated today

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Company Name : Associated Students of San Diego State University
Location : San Diego, CA
Position : A.S. Executive Assistant

Job Description : Priority consideration deadline is Friday, April 15, 2022. To complete your application click here.
Under the direction of the Executive Director, provides administrative assistance on projects, support for logistical arrangements and scheduling management to the Executive Director, Government Affairs and Communications Director, Executive Officers, and other A.S. Directors. The A.S. Executive Assistant is a proactive problem solver with exceptional communication skills and a meticulous attention to detail.
ESSENTIAL DUTIES & RESPONSIBILITIES
Primary Functions

Provides administrative support to the Executive Director and Government Affairs and Communications Director in day-to-day projects, tasks and creation of administrative documents
Provides administrative support to the Executive Director to include Senior Staff meeting scheduling and preparation (agendas, reservations, etc.)
Schedules and arranges workshops, staff meetings and staff activities, and other events that are held in-person or virtually; reminds staff of scheduled events and reschedules as necessary to accommodate unexpected changes in priorities or work schedules
Assists the Executive Director, Government Affairs and Communications Director, and Executive Officers in a confidential capacity by providing administrative support including managing their schedules and calendar of activities; arranges meetings, coordinates dates/times with participants; arranges for refreshments as appropriate
Interacts with variety of campus and community partners in a professional manner, maintaining confidentiality of information. Develops rapport with campus partners and their designated contacts to ensure meetings are scheduled and scheduling conflicts are resolved, as needed
Prepares travel requests and coordinates travel arrangements for Executive Director, Government Affairs and Communications Director, and Executive Officers. Completes event/training registration and prepares and submits travel expenses and reimbursements
Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for the Executive Director and Government Affairs and Communications Director. Ensures timely document signing
Researches and collects data to prepare documents for review and presentation by Executive Director, Government Affairs and Communications Director, and Executive Officers
Greets visitors and ensures they are confirmed on the schedules. Schedules future meetings if required
Files and retrieves A.S. records, documents, and reports
Reads and analyzes incoming memos, submissions, and distributes them as needed
Ensures timely processing of Executive Director and Government Affairs and Communications Director purchasing card statements, including receipt collection and approval signatures
Schedules meetings between the A.S. President and A.S. Vice Presidents as requested and assigned
Ensures excellent customer service is being provided in-person, on the phone and through email inquiries
Assists with routine administrative tasks including: typing of correspondence, creation of spreadsheets and documents, operating copier/fax/computer equipment, and other administrative tasks, as assigned

Minimum Requirements

Minimum & Preferred Requirements
Education:

Four year degree from an accredited college or university required

Experience:

Five years of progressively responsible general office or clerical experience in a position requiring judgment, discretion, and initiative to coordinate administrative activities
Minimum two years of experience administratively supporting executive level positions required
Proficient in Microsoft Suite (Excel, Word, PowerPoint), Google (Docs, Sheets, Slides, One Drive), Calendar management software (Gmail, Outlook), and Adobe Sign required
Experience with video conferencing software, i.e., Zoom, MS Teams, and Google Meet required

Required Trainings (within first 30 days of employment):

Sexual Harassment Prevention for Supervisors
Data Security & Privacy

Must comply with SDSU COVID-19 vaccine policies and procedures.

PERFORMANCE EXPECTATIONS

Must be efficient and comfortable working independently and being a member of a team
Ability to multi-task, while maintaining complex schedules and managing administrative support
Capable of maintaining positive working relationships with staff, University, customers and vendors
Must be able to exercise confidentiality, tact and exhibit sound professional judgment. Expertise in handling emergency situations with composure
Strong organizational skills required. Must be able to follow verbal and written directions and follow projects through to completion

KNOWLEDGE, SKILLS & ABILITIES

Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
Ability to gather and organize data, draw logical conclusions and discern implications
Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
Ability to maintain high level of confidentiality

COMPENSATION
Starting range: $25.48 – $28.85 per hour

SCHEDULE & WORKING CONDITIONS
This is a regular, full-time position with expected hours of Monday through Friday, 8:00 a.m. to 4:30 p.m.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
General office environment. Work is generally sedentary in nature, but may require standing and walking around campus. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.
PHYSICAL DEMANDS The physical demands described here are representative 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.
This position requires the individual to spend long hours sitting and using office equipment and computers. This person will also spend time filing and have to do some lifting of supplies and materials from time to time, including banker boxes and files.
RELATIONSHIPS
Inside the Organization:

Reports to the Executive Director
Works closely with the Government Affairs staff
Supports and interacts with A.S. Executive Officers
Supports and interacts with A.S. Senior Staff (A.S. Directors)

Outside the Organization:

University departments to include: Office of the President, Division of Student Affairs and Campus Diversity, including Student Life & Leadership, SDSU Business & Financial Affairs, and SDSU Police Department
Auxiliary Organizations: Aztec Shops, SDSU Research Foundation and Campanile Foundation
Contractors, vendors and professional organizations

EMPLOYMENT CATEGORY: Full-Time, Non-Exempt, Hourly, Grade 6

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position

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