The University of Southern California School of Architecture seeks a talented and experienced Executive Assistant. The ideal candidate will administer the operations of the dean’s office on a daily basis and has an excellent track record of supervising administrative operations of a multi-faceted department. This position requires strong interpersonal and communication skills (written and verbal), superb calendaring, and judgement to address, prioritize and coordinate multiple issues and activities concurrently. The role reports directly to the Dean.

The Executive Assistant is an exempt position. Work is conducted at the USC School of Architecture located on the USC campus in Los Angeles, California.

University of Southern California

The University of Southern California is one of the world’s leading private research universities. An anchor institution in Los Angeles, USC has a large number of international students and offers extensive opportunities for internships and study abroad. With a strong tradition of integrating liberal and professional education, USC fosters a vibrant culture of public service and encourages students to cross academic as well as geographic boundaries in their pursuit of knowledge. For more information, visit www.usc.edu.

USC School of Architecture

The USC School of Architecture is dedicated to educating the future leaders of the design professions. It promotes cutting-edge research, design, and fabrication while emphasizing the importance of a strong commitment to social and ecological justice. USC School of Architecture trains design professionals, scholars, and citizen architects who are deeply committed to making the world a more just and beautiful place.

RESPONSIBILITIES AND DUTIES

- 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’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 dean’s 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.

- 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.

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

Benefits:

USC has excellent benefits, including health benefits for employees and their families with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six (6) months of employment; tuition benefits for employees and their families; access to professional development opportunities; central Los Angeles location with easy access to commuter trains, buses, and tram pick up services at no charge to employees; discounts to a wide variety of cultural, sporting, and other campus events.

EXPERIENCE AND QUALIFICATIONS

Minimum Education: Bachelor’s degree, Combined education/experience as substitute for minimum

Minimum Experience: 5 years of executive secretarial experience.

Minimum Field of Expertise: Experience in supervising administrative operations of a multi-faceted department.

Preferred Education: Bachelor’s degree

Preferred Experience: 7 years of executive secretarial experience, Bachelor’s degree or combined

Preferred Field of Expertise: Experience in supervising administrative operations of a multi-faceted department.

Application Procedure

As part of the application, candidates must upload one document file (Word or PDF) that contains the following: 1) a cover letter, 2) Resume (including telephone and e-mail address).

USC is an equal-opportunity educator and employer, proudly pluralistic and firmly committed to providing equal opportunity for outstanding persons of every race, gender, creed and background. The university particularly encourages members of underrepresented groups, veterans and individuals with disabilities to apply. USC will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. Further information is available by contacting uschr@usc.edu.

The annual base salary range for this position is $84,999.70 - $95,000.00. 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.

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Minimum Education: - Bachelor's degree - Combined experience/education as substitute for minimum education Minimum Experience: -5 years Minimum Field of Expertise: - Experience in supervising administrative operations of multi-faceted department. - Strong organizational skills to address, prioritize and coordinate multiple problems and activities concurrently