Posting Details Position Information
Position Title Executive Assistant
Position Type Regular
Job Number SA65124
Full or Part Time full-time 40 hours weekly
Fair Labor Standard Act Classification Exempt
Anticipated Pay Range $82,800 - $95,000
Pay Range Information Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.
Position Summary Information
Job Description Summary Reporting directly to the Senior Vice President of Investments and Administration (SVP), the Executive Assistant (EA) serves as a critical partner in driving the success of the Investments and Administration Office. This role provides high-level executive support by coordinating day-to-day activities, managing complex projects, and ensuring the seamless execution of strategic initiatives across the Office of Investments and Administration.
The EA acts as a trusted liaison between the SVP and internal/external stakeholders, exercising sound judgment, discretion, and professionalism in all communications. With a proactive and solutions-oriented approach, the EA streamlines workflows, manages scheduling and logistics, and supports cross-functional efforts that align with institutional goals. Responsibilities include researching and prioritizing issues, overseeing special and strategic projects, attending key meetings, and representing the office, as needed. Additionally, the EA provides essential administrative support and serves as the office manager, ensuring operational efficiency and excellence. Completes other duties as assigned. This position is in-person, five days per week in Orange, CA.
Responsibilities Executive-Level Support and Strategic Partnership: •
- Assist in preparation of materials, agendas, reports, graphs, charts, tables and other supplemental materials, some of which need to be compiled from different sources for high-level meetings
- Coordinate and organize all scheduling logistics for in-person and virtual meetings with internal stakeholders, board members, and external partners, including preparation and distribution of materials, agendas, minutes, and follow-ups
- Manage complex calendars, travel, and meeting logistics for the SVP
- Act as primary point of contact for internal and external stakeholders
- Research and prioritize any incoming/pending issues and determine appropriate course of action, referral, response, and follow-up
- Conduct necessary data/information gathering and analysis to prepare recommendations for implementation of different projects and initiatives
- Draft and manage correspondence, reports, and presentations
- Represent the office in meetings and on committees as needed
- Handle sensitive and proprietary information with discretion and tact
- Anticipate needs and proactively resolve issues to optimize productivity
- Maintain strong relationships across departments and with external partners
- Lead or support ad hoc initiatives aligned with university goals
- Assist with investment-related reporting and documentation, including maintaining complex internal databases and tracking systems
- Contribute to strategic planning and organizational development
- Support events, workshops, and other institutional activities as needed
Project and Initiative Management: - Coordinate cross-functional projects from inception to completion
- Track milestones, deliverables, and timelines for a variety of programs, activities, projects, and strategic initiatives and assist in resolving any issues as needed
- Conduct research and synthesize information to support decision-making
- Assist in preparation, submission and/or retrieval of a variety of investment and finance related documents, reports, and forms for external and internal constituencies
- Liaise with legal, compliance, fund administrators, managers, and others to ensure time and accurate execution of all documents and requests submitted by the office
- Liaise with internal teams to ensure alignment and accountability
Office Operations and Administration: - Oversee day-to-day operations of the Office of Investments and Administration
- Manage office resources, supplies, and vendor relationships
- Implement systems and processes to improve efficiency
- Ensure compliance with university policies and procedures
- Maintain tracking system for vacation and absence schedules
Required Qualifications - Bachelor's degree in business, finance, accounting, or a related field-or equivalent combination of education and experience
- Minimum of 5 years supporting senior-level executives in a fast-paced, professional environment
- Proven ability to manage multiple complex projects and priorities under pressure
- Skilled in organizing workflows, setting timelines, and recommending strategic next steps
- Strong attention to detail and time management skills
- Experience coordinating logistics for meetings, events, travel, and office operations
- Demonstrated discretion, sound judgment, and ability to handle sensitive information with confidentiality
- Ability to assess situations quickly, prioritize effectively, and respond to urgent needs
- Excellent verbal and written communication skills, including editing and proofreading
- Strong interpersonal skills with the ability to build trust and collaborate across diverse groups and organizational levels
- Commitment to customer service and team-oriented work • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Comfortable working with financial data and spreadsheets
- Ability to learn and navigate enterprise systems and software platforms • Familiarity with standard office equipment
- Understanding of university culture, operations, and governance
- Ability to navigate complex organizational dynamics with tact and diplomacy
- Capacity to work independently, analyze data, and make sound recommendations
Desired Qualifications - Experience in higher education, finance, or public administration preferred
- Familiarity with investment and administrative terminology
Special Instructions to Applicants Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.
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