Executive Assistant to the Chief of Staff
Santa Clara University
Santa Clara, CA
Executive Assistant to the Chief of Staff Location Santa Clara, CA : Executive Assistant to the Chief of Staff Position Title: Executive Assistant to the Chief of Staff Position Type: Regular Hiring Range: $29.38 to $33.77/hour; commensurate with experience Pay Frequency: Hourly Position Purpose The Executive Assistant (EA) is a part-time (.50FTE) position that is responsible for management of the front desk, greeting and assisting guests/visitors, and ensuring a positive experience for everyone who visits the Office of the President. Additionally, the position is responsible for a full range of executive support and administrative functions for the Chief of Staff (COS) with an emphasis on service. The EA's responsibilities include greeting guests; managing and responding to inquiries; providing excellent customer service; calendar management for the COS; administrative support; coordination of meetings and events for the COS; facilities management for the Office of the President; and routine financial transactions and financial reports; The incumbent serves as a liaison between the COS and other constituencies both internal and external and must be able to work independently with little supervision. Essential Responsibilities A. Front Desk Management
- Greet, welcome and provide hospitality to guests and visitors in a friendly, courteous and professional manner.
- Manage communication as it is received (i.e. respond to inquiries, record and route messages, route requests to appropriate individuals, etc.)
- Answer and direct incoming phone calls promptly and courteously. Handle inquiries and provide accurate information.
- Manage the reception area, ensuring it is clean, organized, and presentable.
- Manage the President's Conference Room, ensuring it is clean, organized, and set up.
- Uphold a high standard of hospitality and professionalism.
- Create a welcoming atmosphere for guests, making them feel valued and comfortable.
- Address and resolve issues or complaints with a positive and solution-oriented approach.
- Communicate effectively with guests/visitors, colleagues, and other departments.
- Relay information to the relevant staff members in a timely manner.
- Anticipate and fulfill guests'/visitors' needs to enhance their overall experience.
- Effectively manage the calendar for the COS, including scheduling and screening appointments, meetings, and events;
- Prepare, compile and manage background materials and information for internal and external appointments and meetings; ensure materials are timely, current and available in advance of meetings.
- Make travel and accommodation arrangements as needed.
- Maintain appropriate filing systems to ensure organization and quick retrieval.
- Conduct research, assemble and analyze information to draft correspondence, reports, and presentations. Perform word processing, photocopying, faxing, drafting and proofreading correspondence, reports and other materials.
- Schedule Media Services and Facilities support as necessary.
- Prepare routine financial transactions and reports according to University policies and procedures.
- Handle confidential and sensitive information.
- Perform other responsibilities and special projects as needed or assigned to support the COS.
- Provide back-up to the Executive Assistant to the President in their absence.
- Plan and coordinate events and meetings hosted by the COS, to include scheduling venues, tech support, food and beverage service, and other logistics.
- Assist in supporting Board of Trustees meetings, Convocation, State of the University, Commencement and other events and meetings as assigned.
- Schedule room reservations as needed.
- May supervise student assistants
- Strong understanding of Santa Clara University's Catholic identity and Jesuit educational mission and a commitment to further its vision, mission, and values.
- Experience in developing communications and handling sensitive and confidential correspondence.
- Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.
- Ability to produce well written materials, with attention to accuracy, grammar and messaging. Experience providing exemplary customer service to internal and external visitors.
- Excellent planning, organizational and time management skills
- Excellent writing, editing, and communication skills
- Excellent interpersonal skills
- Professional, customer service-oriented demeanor
- Diplomacy and tact
- Team oriented with a willingness to take initiative and be flexible
- A thoughtful listener, strategic thinker, and strong communicator
- Attention to detail
- Demonstrated ability to prioritize, meet deadlines, and maintain a high level of performance
- Warm and welcoming demeanor.
- Demonstrated strong commitment to delivering exceptional customer service.
- Demonstrated ability to maintain a high degree of confidentiality and use discretion
- Demonstrated ability to work as part of an office team
- High degree of proficiency with Microsoft Office and Google Workspace Apps
- Ability to comfortably interface with Jesuit Community, Board of Trustees, senior leadership, campus departments, faculty, non-profit community, industry executives/CEO's
- Ability to establish credibility with broad and diverse constituencies within a complex organization
- Acumen to handle complex situations and multiple responsibilities simultaneously; ability to prioritize tasks for long term projects with the urgency of immediate demands on operations
- Agility and inclination to advance complex projects and solve problems collaboratively, coupled with the willingness to act resourcefully, authoritatively and resolutely
- Bachelor's Degree required or equivalent related experience
- Minimum of 5 years of directly related experience at the Executive Assistant level
- Considerable time is spent at a desk using a computer terminal.
- May be required to travel to other buildings on the campus.
- May be required to occasionally travel to outside customers, vendors or suppliers. Must have valid driver's license.
- May be required to take class/test to operate golf cart.
- May at times require physical labor.
- Typical office environment
- Mostly indoor office environment
- Offices with equipment noise
- Offices with frequent interruptions
Posted 2025-09-06
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