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Executive Administrative Assistant

Kelly Services

Oakland, CA
Job Code:
Kelly Services
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Job Details

Job Title Executive Administrative Assistant

Jobid US1424AF_24794412

Location: Oakland, CA, 94606, USA

Description **Job Description**

Reports To: Vice-President for Finance & Administration

The Executive Assistant (EA) to the Vice President for Finance and Administration/Treasurer (VPT) assists the VPT in the coordination, management and implementation of the administrative operations of the Office of the VPT. Playing a key support and customer service role for the VPT, the EA serves as the liaison for the Office of the VPT, assisting in communications and inquiries regarding financial and budgetary matters, and policies and procedures for the College.

Essential Job Functions:

- Act as primary filter for a high volume of confidential information and provide administrative support for generating correspondence, developing presentation and meeting materials, maintaining databases, reconciling expense reports, responding to incoming phone calls, processing information requests and preparing reports;

- Manage final document and correspondence review to ensure completeness, accuracy and consistency with College guidelines;

- Manage detailed and busy calendar for the VPT including coordinating meetings, conference calls, and business appointments with outside partners including legal, finance, insurance and other representatives from higher education;

- Facilitate logistics for presentations, events and meetings, including Board of Trustees committee meetings: coordinate IT needs, attendee confirmation and correspondence, room set-up and refreshments ;

- Take detailed and accurate minutes for Board of Trustees committee meetings;

- Follow established protocol of Board Secretary for compiling and submitting Board of Trustee meeting materials within deadlines;

- Arrange detailed travel plans for the VPT including managing travel logistics, conference registration, and compiling itineraries;

- Maintain an organized, complete and updated paper and electronic filing system for the Office of the VPT;

- Proactively manage VPT department expenses and budget, ensuring that decisions made are fiscally sound and in line with financial targets and goals;

- In the absence of the VPT, direct problems and/or questions to the appropriate person if unable to assist directly

- Manage and promote positive and effective cross-functional relationships with co-workers, Cabinet members, department and program leaders, vendors, and students in a diverse multicultural environment;

- Perform other projects/duties as assigned.

Additional Duties and Responsibilities:

- Prepare and oversee annual Conflict of Interest questionnaire sent to key employees of the College and Trustees; keep detailed records of questionnaires and ensure timely submission of reports;

- Review, edit for accuracy and recommend necessary updates to Administrative Policy manual; ensure posting of updated policies on College intranet;

- Assist other departments under the direction of the VPT as needed with administrative support (e.g., travel, scheduling, document preparation);

- Provide support in scheduling, communications, and note-taking for committees chaired by VPT, including Retirement Planning Advisory Committee (RPAC) and Budget Committee;

- Maintain and update internal websites for VPT, RPAC and Budget Committees;

- Maintain Sage Hall copy room supplies and submit work orders for maintenance and repair as needed;

- Assist VPT and Chief Human Resources and Compliance Officer with goals of the College Strategic Plan as they relate to the human resources, budget, financial and policy components of the Plan.

Required Knowledge, Skills, and Abilities:

- Exceptional writing and editing skills to prepare and proof read documents for the Office of the VPT, including correspondence, policies, minutes for Board of Trustees and other committee meetings;

- Strong oral communication skills and customer service orientation to interface with all levels of College personnel, Trustees, external service providers, students and community;

- Demonstrated ability in maintaining confidentiality and strong track record in handling complex and sensitive matters;

- Proactive approach to organizing, prioritizing and managing multiple tasks;

- Demonstrated ability to anticipate and plan forward 12 months or more;

- Strong understanding of roles within the department and fundamental goals of the College;

- Proven proficiency in MS Office and other software applications, including Word, Excel, PowerPoint and preferably Access;

- Position requires onsite work hours during core business /College hours.


Education and Training:

- Bachelor-s degree required.

- At least five years of high level administrative support to an executive, preferably in higher education, is required.

**Why Kelly** **®** **?**

At KellyServices ® , we work with the best. Our clients include 95 of the Fortune100 ™ companies, and more than 70,000 hiring managers rely on Kelly annually to accessthe best talent to drive their business forward. If you only make one career connection today, connectwith Kelly.

**AboutKelly Services** **®**

As a workforce advocate for over 70 years, we are proud to directly employ nearly 500,000 peoplearound the world and have a role in connecting thousands more with work through our global network oftalent suppliers and partners. Revenue in 2017 was $5.4 billion. Visit and connect with us on Facebook, LinkedIn and Twitter .

Kelly Services is an equal opportunity employer including, but not limited to, Minorities, Females,Individuals with Disabilities, Protected Veterans, Sexual Orientation, Gender Identity and iscommitted to employing a diverse workforce. Equal Employment Opportunityis The Law.

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