Position Summary:

NewSchool of Architecture + Design (NSAD) is currently seeking a highly-qualified, experienced, Executive Assistant, to provide support to the institutional academic leadership and the school President. The position is full-time and based at the NSAD campus in San Diego, California.


This position is responsible for providing all aspects of administrative support within the University to the multiple Department Chairs and school President. Candidate must be highly proficient in Word, Excel, and PowerPoint. The Executive Assistant represents NSAD and the President by responding (orally and in writing) to, and in collaboration with, diverse constituencies, including the University's Senior Leadership, members of the Board of Trustees, students, parents, faculty, staff, alumni, and college friends and partners. This person’s responsibilities include exercising discretion and independent judgment in managing complex calendars, coordinating travel arrangements, scheduling governance and other meetings, creating agendas, taking meeting minutes, and assisting with action-item tracking. Responsibilities also include the ability to draft and format documents and presentations. The Executive Assistant will report directly to the President.


Responsibilities:

  • Facilitate the flow of information between the President and University Leadership.
  • Establish and coordinate efficient, regularly scheduled meetings with University Leadership. Participate in such meetings by transcribing notes, distributing minutes, tracking and following up on identified action items.
  • Screen/filter the President’s incoming and outgoing correspondence via email or any other communication tools, often responding directly to individuals or drafting replies.
  • In coordination with the University Leadership Team, assist with planning, set-up, organization and seamless orchestration of small to large-scale events and conferences.
  • Organize and file notes, papers and any other project-related information, using an efficient and accessible system.
  • Arrange domestic and international travel plans, itineraries, and meeting agendas and remain on call to coordinate travel changes, delays and last-minute needs.
  • Keep the President informed of commitments, responsibilities, following up when appropriate.
  • Manage the President’s calendar, coordinating commitments, appointments, and events.
  • Complete a variety of administrative tasks, including the following: managing an extremely active calendar (coordinating and booking meeting requests, conferences, etc.), completing expense reports and other general office requirements, and composing and preparing follow up correspondence and “thank you” notes.
  • Assist in managing PO’s and invoices.
  • Liaise with Ambow Education and follow-up on correspondence.
  • Create online surveys as directed using online survey software.
  • Handle confidential material with tact and discretion.
  • Provide support for special projects.
  • Perform other duties as assigned.

Qualifications:

  • Bachelor's Degree preferred. 
  • A minimum of 3 years of administrative support experience, experience working in higher education is highly preferred.
  • Must consistently exercise a high degree of initiative, confidentiality, independence, good judgment,  flexibility in performing a wide variety of duties, and the ability to adjust to changing priorities and timelines while working well under pressure.
  • Must possess solid and advanced level skills in Microsoft Office Suite including Outlook, Word, Excel,         PowerPoint. Knowledge of Teams and OneDrive is preferred. 
  • Strong organizational skills with great attention to detail.
  • Excellent project management, verbal communication skills; strong listening, writing, and assimilation dexterity and the ability to thrive in a fast-changing environment while accommodating interruptions.
  • Capable of compiling information from multiple sources, identifying important items, and summarizing reports for management decisions, and/or providing recommendations for effective action.
  • Ability to recognize problems and apply resourcefulness in finding appropriate problem-solving solutions to mitigate potential negative outcomes, and implement follow-through to ensure successful          resolutions.
  • Must be able to lift approximately 30 pounds.


Working Conditions: 

    • Normal office conditions. Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels.
    • Work involves the operation of computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions, as necessary.
    • Must be available to work a flexible schedule.
    •  May require travel to other locations occasionally.


    Benefits and Perks

    • Medical, Vision, and Dental
    • Life and AD&D
    • Short and Long-Term Disability
    • Flexible Spending Account
    • Voluntary Benefits
    • 401K Retirement Plan
    • Paid Holidays, Vacation Time,  Sick Leave
    • Employee Assistance Program


    NewSchool of Architecture & Design is an equal opportunity, at-will employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy, and pregnancy-related conditions, or any other characteristic protected by law.

    This position has been filled.