Executive Assistant II

Primary Purpose:
Under minimal supervision and direction, perform a variety
of administrative and strategic support services for Chief Financial Officer and Executive Vice President for Finance and Operations
(CFO/EVP) for the University of the Pacific, as well as respond to requests from the President’s Office, Cabinet, Board of Regents, and
other Senior Executive Administrators at Pacific. Serve as a liaison between CFO/EVP and other members of the University community. Handle
details of a highly confidential and critical nature. Exercise independent judgment within generally defined practices and policies in
selecting methods and techniques for obtaining solutions.

Essential Functions:
Responsibilities include, but are
not limited to:

• Provide advanced administrative support in managing the CFO/EVP schedules and meetings. Manages office,
  utilizing discretion and independent judgement in performing job duties, including decision making for executive scheduling, considering the
  sensitivity and nature of meetings, confidential personnel information, and other business matters. This support may include, but is not
  limited to:
  • Maintain a complex schedule that is often changing and prioritizes multiple meeting, administrative events, travel
    plans, and other appointments.
  • Coordinate scheduling with others at the University and external to the University.
  • Prepare
    Board meeting materials (e.g., agendas, seating arrangements/placards), AV/technology, takes minutes and follow-up lists for three Board
    Committee meetings (Audit, Investment, and Finance/Facilities), and prepare minutes for the CFO/EVP and Regents’ reviews. Work directly with
    the Director of the Board of Regents and review and coordinate the upload of all Board materials in the online Board portal for the three
    committees.
  • Coordinate with Regents to schedule prep meetings for Board Committee meetings/events.
  • Coordinate logistics
    for CFO/EVP meeting from weekly Leadership Team meetings to division-wide meetings/events to Board meetings, as well as other activities
    which may include catering service, technical support, meeting invitations, guest lists, presenters, speakers, meeting venues,
    transportation and contracts with outside vendors.
  • Prepare meeting materials and other documents as needed for
    meetings/events.
  • Coordinate travel arrangements for business related events and activities.
  
  
• Serve as key contact
  for the CFO/EVP office, interacting with individuals from all organizational levels of the University in a professional and congenial
  manner.
• Assist the President’s Office with special projects as requested.
• Review and summarize requests for CFO/EVP
  signature.
• Attend meetings, including Leadership Team and Board meetings, take and prepare minutes and provide minutes as
  requested
• Oversee administrative tasks that may include direction/training of other administrative staff.
• Maintain,
  develop, and improve administrative and operational processes as needed.
• Maintain office services by organizing office operations
  and procedures.
• Design and manage filing systems.
• Assign and monitor clerical functions.
• Approve items as a
  delegated proxy for the CFO/EVP.
• Act as a lead role, participate and provide support for special projects, committees, events,
  awards and other activities.
• Perform miscellaneous duties as assigned or requested.

University of the Pacific recognizes
that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and
decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability,
sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum
Qualifications:
Education/Experience/Certifications:

• Bachelor’s degree or two years of full-time experience
  in the same or similar position is equal to one (1) year of completed post high school education coursework.
• Five (5) years of
  increasingly complex office experience of which three (3) years shall have been in support of an Executive, Senior-level Administrator, or
  C-Level Executive.
• MS Office Certificate or demonstrated proficiency with Microsoft Suite, and the internet.
• Ability to
  obtain a commissioned Notary Public to perform process of notarizations for the University and personal documents within six (6) months of
  being hired.

Preferred Qualifications:
Skills/Knowledge and Expertise:

• Must have experience in
  the maintenance of confidential records and knowledge of office management principles and procedures.
• Demonstrated ability to work
  independently and to use sound judgment and initiative in a complex environment.
• Excellent (thoughtful & articulate) interpersonal,
  verbal communication and writing skills.
• Excellent organizational and analytical skills.
• Ability to adapt to emerging
  technology.
• Ability to balance and prioritize multiple high-profile projects, meet strict executive level deadlines, and analyze
  non-routine issues effectively.
• Ability to perform duties using highest level of confidentiality, discretion and respect for
  others.
• Demonstrated excellent and professional customer service skills.
• Knowledge of budget analysis and management.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing
  social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and
  knowledge in their work.

Physical Requirements:
The physical demands described here are representative but not
definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.

Requires extended periods of sitting and
repetitive hand/wrist motion while using the computer keyboard and phone. Occasional standing, walking, climbing stairs, stooping and
reaching. May require the ability to lift up to 25 pounds.

Work Environment/Work Week/Travel:
Work performed primarily in a
standard office environment with the use of a computer and phone. Work performed during standard business hours. Additional hours may be
required to meet business needs or deadlines.

Hiring Range: $71,000 – $101,000 (We consider factors such as, but not limited
to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational
considerations when extending an offer.)

Background Check Statement:
All applicants who receive a conditional offer of
employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure
Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to
disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals
related to sexual harassment or misconduct within the past seven years.

To apply, visit https://pacific.peopleadmin.com/postings/31893

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