The University of Southern California (USC), founded in 1880, is in the heart of downtown L.A. and is the largest private employer in the city of Los Angeles. As an employee of USC, you will be a part of a world-class research university and a member of the "Trojan Family," which comprises the faculty, students, and staff that make the university a prime place to learn, grow, and succeed.

University Advancement is committed to fostering a diverse, equitable, and inclusive culture in which all advancement staff and our stakeholders have the opportunity to connect, belong, and grow while supporting the University of Southern California’s mission, values, and goals.

The USC Alumni Association’s mission is to support the overall advancement of USC by engaging all alumni for life, building a culture of philanthropy among the Trojan Family, and being the representative voice for all USC alumni. With more than 460,000 members worldwide, the USC Alumni Association provides a wide array of programs and engagement opportunities and supports a vast system of alumni networks, support groups, and multicultural alumni organizations.

The USC Alumni Association is seeking an Executive Assistant to join its team. Reporting to the Associate Senior Vice President of Alumni Relations, the Executive Assistant will provide high-level administrative and operational support and serve as one of the faces of the USC Alumni Association. This is a multifaceted position that requires excellent communication, relationship management skills, public relations experience, volunteer management, and finance skills.

The ideal candidate is a highly motivated and detail-oriented team player who has demonstrated success in fast-paced environments owning a variety of tasks and projects with diligence, efficiency, and a commitment to customer service.

This is a hybrid position under our current work arrangement plan, with the expectation of on-site presence on our main University Park campus.

Responsibilities:

Manage the Alumni Association’s Executive Office and provide key administrative support to the Associate Senior Vice President for Alumni Relations, including but not limited to calendar management, travel arrangements, expense reimbursements, and daily task management.

Personally manage and report on special departmental projects assigned by the Associate Senior Vice President

Coordinate all administrative aspects of the USC Alumni Association Board of Governors, Alumni Presidents Council and selected volunteer leadership groups

Anticipate the needs of the ASVP and the Alumni Relations team, seeing "around the corner" to address potential issues before they arise.

Manage front-line communications by answering phone calls and welcoming in-person visitors, ensuring a professional and friendly experience for all alumni, students and guests.

Serve as resource to others on departmental and university procedures or in the resolution of moderate to complex problems or issues. Interacts with university offices and/or other team members to facilitate communications and information exchange.

Compose and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials.  Reviews and signs, as authorized.

Research and gather data for department reports. Conduct preliminary analysis of data. Recommend report content and format to display findings most effectively.

Screen and prioritize incoming calls, determining what contact or action is required for satisfactory disposition.  Respond to inquiries or requests for information or refer to supervisor, as appropriate.

Manage meeting room space, order office supplies and customized products as needed.

Implement proactive measures to ensure smooth operations and effective problem resolution.

Perform other related duties as assigned or requested.

Minimum Qualifications:

Bachelor’s degree.

Combined experience/education as substitute for minimum education.

5 years executive assistant or administrative assistant experience supporting multiple people.

Keen organizational skills with strong attention to detail.

Ability to effectively handle multiple and overlapping tasks to ensure timely completion within established timelines.

Positive communication and interpersonal skills. (This position requires regular interaction with interdepartmental staff, alumni volunteers, and outside collaborators.)

Mastery of Word, Excel, PowerPoint and Outlook including extensive calendaring

Preferred Qualifications:

7 years executive assistant or administrative assistant experience supporting multiple people and priorities.

Familiarity with Salesforce and Concur.

Demonstrated experience in high-level project management, including managing complex projects with multiple stakeholders, tracking deadlines, and ensuring successful completion.

Previous experience supporting or managing board activities, including preparing materials, organizing meetings, and facilitating communication between senior leadership and board members.

Proven ability to anticipate the needs of high-level executives, with experience in managing calendars, prioritizing tasks, and proactively addressing potential issues or challenges.

Experience serving as a strategic partner, contributing to projects and initiatives beyond typical administrative responsibilities, ideally within a University or similar organization.

Required Documents and Additional Information

Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.

The annual base salary range for this position is $85,000 - $105,000. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

USC has excellent benefits, including health benefits for staff & their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions after six (6) months of employment; tuition benefits for staff & their family; free professional development online courses; central Los Angeles location with easy access to commuter trains, buses & free tram pick up services; discounts to football, basketball & other campus events.

The University of Southern California values diversity and is committed to equal opportunity in employment.

Minimum Education: Bachelor's degree Combined experience/education as substitute for minimum education Minimum Work Experience: 5 years Knowledge, Skills and Abilities: Experience in supervising administrative operations of multi-faceted department. Strong organizational skills to address, prioritize and coordinate multiple problems and activities concurrently. This position is designated as a Campus Security Authority (CSA) under the Clery Act and must comply with the requirements of said designation.