Executive Assistant II

Summary
Reporting directly to an Executive of American Career College, performs a variety of diversified and confidential secretarial and administrative support duties which require a range of skills and knowledge of organizational policies and procedures while maintaining a confidential environment. Prepares meeting agendas, memos, presentations and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing and distributing minutes and reports; processes confidential and sensitive information in support of administrative activities, and serves as the primary liaison for executive and other senior management personnel.

Essential Functions & Responsibilities
• Complete administrative tasks including managing an active calendar of meetings; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; completing expense reports
• Produce documents (PowerPoint, Excel, Word, etc.) with a high level of polish suitable for executive-level review. Demonstrate ability to take information and concepts and translate them into professional-level documents. Preparation for EXCOM meetings and senior management meetings including tracking action items.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Recommends appropriate course of action, referral, or response.
• Handle confidential material relevant to company operations, including preparation of executive-level correspondences.
• Work collaboratively across departments to provide a bridge for smooth communication between the Executive's office and others; demonstrating credibility, trust and support with senior management staff. Maintain key relationships and communications internally and externally to ensure business needs are met.
• Plan, coordinate and ensure the established Executive's schedule is followed and respected. Provides 'gatekeeper' and 'gateway' role, creating win-win situations for direct access to the Executive's time and office. Manage and maintain executive calendars and meetings and resolve scheduling conflicts.
• Communicate directly and on behalf of the Executive with others on matters related to the Executive's initiatives and objectives.
• Work closely and effectively with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the Executive's ability to effectively lead the company.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Drive efficiency and continuous improvement in all tasks.
• Adhere to code of conduct and all compliance policies and acts as a role model in such situations.
• Assist in coordinating the agenda of team meetings and off-sites. Organize and support special events and staff meetings. Partner with other Assistants to ensure everyone has what they need from a logistics and preference standpoint for all meetings.
• Create, edit and complete first drafts for written communications (Word, PowerPoint, Excel, etc.) for both internal and external stake-holders.
• Leverage technology and creative resources to achieve results.
• Provide project support to department leaders as assigned and perform special projects as needed.
• Perform additional duties as necessary.

Minimum and Preferred Qualifications
• High school diploma or equivalent.
• Bachelor's Degree or some college course work in accounting, administrative and personnel management, and data processing preferred.
• Certified Administrative Professional (CAP) designation preferred.

Experience & Skills
• Ability to stay calm under pressure and help find solutions when needed.
• Proficiency in Microsoft Office Suite.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, both internal and external.
• A minimum of three years' experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which at least two years involved administrative support work in an executive/senior management office for an academic or business office environment preferred.
• Experience supporting multiple executives preferred.

Do you want a career that allows you to make a difference in other people’s lives? Discover what it means to truly believe in the work that you do at West Coast University.

At West Coast University, we have the privilege of educating students seeking careers in healthcare and guide them through their transformational journey from student to caregiver. Our associates are united behind that purpose and share a deep commitment to our values of teamwork, collegiality, transparency, and a student-centric approach to all we do. This focus creates an aligned, nimble, and consensus-driven culture that is solution-oriented and supports our associates’ professional growth.

West Coast University is proud to be an equal opportunity employer. We embrace diversity and are dedicated to creating an inclusive environment for all associates.