The Executive Assistant provides support to the Vice President of Institutional Advancement as well as for the Vice President and occasionally for the Director of Operations. The Office of Institutional
Advancement is a very high profile office that demands professionalism, accuracy, and versatility as multiple and sometimes difficult tasks often parallel. Great tact and diplomacy is required to maintain the confidentiality and integrity of the office.
The following statements are intended to describe the general nature and level of work being performed by an individual assigned to this job. Other duties may be assigned.
1. Handles all correspondence, incoming and outgoing. Prepares drafts, reports, maintains department and trustee files; sets up new files as needed.
2. Handles all telephone calls and/or messages, keeps appointment calendar with daily review for the
VP. Maintains calendar on Microsoft Outlook as well as VPs personal desk calendar. Ensures that calendar is synchronized with assistant's calendar.
3. Arranges meetings, conferences, etc. with the President's office, faculty, other senior administrators, alumni, and outside contacts. This may include arranging meals and/or refreshments as well as scheduling and booking meetings on campus and in the Coons Administration building. Coordinates donor and prospect visits for VP. Serves as chief liaison with senior assistants in the president's and other vice presidents' offices.
4. Organizes certain travel arrangements including air travel, hotel accommodations, ground transportation and itinerary, if necessary. Works with travel agency on arrangements, as necessary.
Processes expense reports and reimbursements as well as other expenses incurred when VP travels for the College.
5. Assists with the management of the IA Trustee Committee meetings. In conjunction with the
VP, Associate Vice President, and the President's executive director, prepares Trustee agenda for each IA
Trustee meeting throughout the year. This includes the gathering of materials from IA directors and the mailing of completed packets to faculty members on the committee, student representatives, special appointed members of the Committee and IA directors. Ensure that a room is booked, refreshments are ordered and any audio visual needs are met before the meeting.

Keep Trustee booklets from each series of meetings in chronological order in VPs files. Manage online IA
Trustee agenda. Take minutes at IA Trustee meetings and prepare them for the President's executive director's review.
6. Ensures that the President’s office is notified of all Trustee gifts and that the acknowledgments tor these gifts are drafted for the President’s signature, in addition to completing a separate acknowledgment from the Vice President. Works in conjunction with the VP and Associate VP on maintaining records of these gifts.
7. Maintains VP departmental budget by generating Butler printouts on a monthly or bi- monthly basis.
Transfers expense lines regularly to keep budget balanced. Files VP monthly budget binders from the office of Grants/Contracts. These binders contain budget information for all departments of IA. Assists
Director of Operations with overall budget management as requested.
8. Completes the Vice President's prospective donor contact reports and submits all appropriate correspondence to the Development files.
9. Maintains historical files related to IA budgets, campaigns, initiatives, VP meetings, Development meetings with the President, College budget meetings, etc., for the VP. Post appropriate materials on
Oxypedia.
10. Generates, maintains and updates the IA Master Calendar on Microsoft Outlook so that everyone in
IA can access it on a weekly basis.
11. Orders keys, office supplies, stationary, business cards, and other supplies as
Needed for IA. Manages periodical subscriptions and association memberships for IA. Coordinates new employee needs and orientation.
12. Generates and distributes IA staff meeting agendas for weekly meetings, in conjunction with the VP and Associate VP. Takes minutes at weekly meetings and types them for distribution prior to the next meeting. Posts agenda and minutes on Oxypedia. Maintains schedule for staff members to bring food for meetings; coordinates meetings through booking the Cushman Board Room through the Master
Calendar online, coordinate the delivery of coffee, hot tea, and water each week with Campus Dining.
13. Generate gift histories for alumni, friends, and parents of the College, upon request by VP.
14. Assists in campaign-related activities as needed.
15. Maintains IA organizational chart and IA internal roster.
16. Assists with the organization of the annual and/or bi-annual IA staff retreats. Coordinates and assists with the venue selection and catering/meeting arrangements. Assists with the agenda and materials for the annual staff retreat. Manages appropriate retreat communications with IA staff. Takes minutes at the staff retreat, types minutes for distribution, and circulates for review.
17. Provides Special Events support and stewardship assistance when deemed necessary. (i.e. generating labels, nametags, rsvp lists, working reception tables, ordering flowers, sending condolence, thank you, birthday cards, etc.)
18. Assists with special projects and performs other duties as required.

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Requires a minimum of five years administrative assistant or secretarial experience.
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Must be proficient in Windows-based programs, including word processing, as well as familiar with
 email, on-line calendaring, and database management programs.
Must have thorough knowledge of general office practices and procedures and ability to get along with diverse personalities.
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Must be able to accept and carry out management instructions.
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College degree/coursework is highly preferable.
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Must have a high degree of accuracy, attention to detail and excellent writing and proofreading skills. Requires outstanding customer service demeanor, excellent organization skills and ability to clearly and professionally communicate with all members of the Occidental community.
Please submit a resume and cover letter explaining how your qualifications meet the requirements of the position to resumes@oxy.edu.