Executive Administrative Assistant - California Institute of Integral Studies in San Francisco, California at California Institute of Integral Studies

POSITION SUMMARY
The Executive Administrative Assistant (EAA) provides high-level administrative support to the Chief Financial Officer (CFO) and other C-suite executives as assigned or needed. This position reports directly to the CFO and maintains a functional reporting relationship to the Chief Human Resources Officer (CHRO) for HR-related responsibilities, coordination, and matters requiring HR guidance or oversight.

The EAA plays an important role in supporting the day-to-day efficiency and effectiveness of the Finance and Administration business office and may provide support to other executives, up to four, depending on business needs or specific projects.

The EAA serves as a professional and diplomatic liaison between the CFO and University trustees, donors, leadership, faculty, staff, alumni, students, and other internal and external CIIS constituents. This position requires a high level of confidentiality, discretion, professionalism, organization, and attention to detail.

The EAA must be able to manage multiple priorities and competing deadlines while using sound judgment and independent initiative. The position regularly interacts with the Board of Trustees, President, Provost, Vice Provost, Vice Presidents, University leadership, students, faculty, staff, legal counsel, auditors, government agencies, financial institutions, and other external service providers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides high-level administrative support to the CFO, including managing a complex calendar, composing correspondence, developing presentations, and prioritizing meetings and commitments.
• Independently collects information, conducts research, and prepares materials for meetings, discussions, and decision-making.
• Reviews materials prepared for the CFO's review or signature, obtains approval and signatures, and scans, records, and files documents as appropriate.
• Coordinates with the CFO and follows up on action items resulting from meetings, communications, and other business activities.
• Researches and monitors pending issues for follow-up and develops agendas for future meetings.
• Monitors expenditures and maintains accurate expense records for the CFO. Reconciles and submits monthly expense reports and helps identify and resolve discrepancies.
• Drafts, edits, and distributes communications on behalf of the CFO, including responses from the general CFO office email and communications to the University community or specific groups.
• Manages telephone calls, emails, meeting requests, visitors, and incoming and outgoing mail with discretion and tact. Determines whether matters should be handled directly or referred to others as appropriate.
• Maintains the Division-wide calendar and organizes events and programs for the Office of the CFO.
• Coordinates with departments within and outside the Division, including other Executive Administrative Assistants and Administrative Assistants across the University.
• Provides administrative support for special projects and events, including office coverage and greeting visitors and guests as requested.
• Supports other C-suite executives, as assigned or needed, with calendaring, light administrative tasks, and in-person meeting support.
• Partners with the CHRO on HR-related administrative matters and maintains appropriate functional coordination with Human Resources, including handling confidential and sensitive information as needed.
• May supervise project coordinators, work-study students, and other staff.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• Bachelor's degree from an accredited institution in an appropriate area of specialization.
• Five years of full-time professional experience as an executive assistant or administrative assistant supporting a senior management-level position.
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.
• Experience using a personal computer and demonstrated proficiency with Microsoft Office applications.

ENVIRONMENTAL DEMANDS

Duties are primarily performed in an office environment with regular collaboration and interaction with others. Occasional work may be performed independently, with the ability to work remotely from time to time.

PHYSICAL ABILITIES

This position requires attention to detail, good memory, and the ability to work under deadline pressure. Physical requirements include sitting and standing for extended periods, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, and reaching. Patience and tact are also required to perform the essential functions of the position.

LOCATION

Four days onsite and one day remote per week

WAGES AND BENEFITS

$80,000 - $85,000

NOTES TO CANDIDATE

• Working Conditions Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.
• Background Check Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.
• Visa Sponsorship Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
• Relocation Assistance This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

At the California Institute of Integral Studies (CIIS), we are dedicated to fostering a culture of inclusion and belonging, guided by our Seven Commitments. We value the diverse experiences, perspectives, and identities within our community and strive to create and maintain environments that are inclusive, equitable, accessible, and welcoming for all.

As an Equal Opportunity Employer we are committed to providing an open, fair, and non-discriminatory environment for all individuals, in accordance with all applicable federal, state, and local laws. This commitment extends to all aspects of employment, including recruitment, hiring, promotion, compensation, benefits, training, and other terms and conditions of employment.

CIIS actively seeks to recruit and retain individuals who bring a broad range of cultural backgrounds, languages, and life experiences that enhance our institutional mission and values.