Executive Secretary – (Los Angeles, California, United States)

University Relations at the University of Southern California is dedicated to the advancement of USC’s academic standing and reputation. Our mission encompasses establishing meaningful connections between the university and its diverse stakeholders, as well as offering programs and services that contribute to the well-being of the community. We achieve these objectives through collaboration, engagement, and the promotion of educational and community initiatives facilitated by our eight departments: Civic Engagement, Educational Partnerships, Government Partnerships and Programs, Government Relations, Development, USC Radio, and the office of the Senior Vice President.

At USC’s University Relations, we are currently in search of an Executive Secretary to join our dynamic team. In this pivotal role, you will report directly to the Vice President of Civic Engagement & Economic Partnerships. This multifaceted position entails providing highly intricate administrative and executive support, which includes managing schedules, handling confidential matters, gathering information for organizational documentation and correspondence, and helping with various programs and activities. By efficiently managing the Vice President’s responsibilities, you will also represent the Vice President both internally and externally, upholding the highest standards of customer service and professionalism.

Key responsibilities for this role include, but are not limited to:

ABOUT USC

USC is the leading private research university in Los Angeles—a global center for arts, technology, and international business. With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations. As the largest private employer in Los Angeles, responsible for $8 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic and professional schools and administrative units. As a USC employee and member of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work—you will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.

Job Summary:
The Executive Assistant undertakes advanced secretarial responsibilities in support of a dean or senior officer (Executive). This role manages day-to-day administrative tasks to optimize the executive’s efficiency and productivity.

The Executive Assistant:

  • Manages the executive’s calendar, including accepting or declining local and out-of-area commitments on their behalf. Adjusts existing appointments when necessary and arranges travel as required for the executive.

  • Coordinates the operations of the dean or senior University officer’s office and takes charge of daily administrative decisions on their behalf. Offers supervision and instructions to designated staff and student workers, organizing work schedules, setting priorities, and ensuring timely completion of tasks. Additionally, implements and upholds efficient office and recordkeeping systems and procedures.

  • Creates official academic and business correspondence, adhering to established formats. Additionally, transcribes highly confidential dictation.

  • Examines and categorizes all incoming correspondence, assessing necessary actions and ensuring their execution. Conducts research and formulates responses on behalf of the executive, directs executives to their direct reports for necessary actions, or refers matters to the executive for personal replies.

  • Facilitates communication between the executive and their direct reports. Evaluates the urgency of situations and determines the most suitable course of action.

  • Monitors assigned office operating budget(s) and approves expenditures.

  • Screens incoming calls and visitors, identifying the necessary contacts or actions required for effective resolution. Maintains an ongoing role in public relations on behalf of the executive, particularly when dealing with visiting dignitaries, trustees, major donors, parents, and other VIPs. Additionally, aids visitors in resolving issues, often coordinating with other university departments to achieve resolution.

  • Engages with university departments on behalf of the executive to streamline communication and the exchange of critical information. Manages all delegated communications and correspondence, including those of a sensitive and confidential nature. Acts as a representative of the supervisor in telephone and personal interactions when necessary.

  • Organizes meetings and events hosted by the executive. Collaborates with both internal and external vendors to make arrangements, which may encompass travel, accommodations, refreshments, guest speakers, and necessary presentation materials and equipment. Also, participates in events to ensure that all arrangements are executed as planned, acting as a representative of the executive.

  • Reviews newspapers, journals, and other types of publications for information of special interest. Summarizes information and/or highlights pertinent materials to conserve executive’s time.

  • Supervises fellow employees and student workers in assigned roles. Offers leadership, work direction, schedules, task assignments, and prioritization of workloads. Establishes suitable deadlines and oversees employee performance as needed.

  • Maintains the confidentiality and currency of office records and files including personnel records for faculty and staff.

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

Preferred Qualifications:

The ideal candidate for the position of Executive Assistant has the following qualifications:

  • Bachelor’s degree

  • 5 years of executive secretarial experience

Minimum Qualifications:

  • Bachelor’s degree or combined experience/education as a substitute for minimum education

  • 3 years of executive secretarial experience

The annual base salary range for this position is $32.42 – $42.11. 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.

USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu.  Inquiries will be treated as confidential to the extent permitted by law.

-Bachelor’s degree

-5 years of executive secretarial experience

-Bachelor’s degree or combined experience/education as a substitute for minimum education

-3 years of executive secretarial experience

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