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Executive Assistant

Company: California Western School of Law
Location: San Diego
Posted on: January 26, 2023

Job Description:

California Western School of Law (CWSL), San Diego seeks applicants for an Executive Assistant. This position will report to the President and Dean (Dean). The Executive Assistant is highly visible and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Dean. The Executive Assistant supports the Dean by performing administrative duties of substantial scope and complexity on a day-to-day basis; is responsible for understanding the priorities, strategic directions, and philosophy of the Dean; and incorporates this knowledge in the accomplishment of assigned work. This position serves as liaison to the Board of Trustees and senior management team. This position also works directly with the Board of Trustees in planning and executing Board meetings.The primary responsibilities (include but are not limited to):

  • Manage day-to-day activities for the Office of the Dean.
  • Complete critical aspects of deliverables with a hands-on approach, including drafting correspondence, presentations, reports, speaking points, minutes, analyses, and other tasks that facilitate the Dean?s ability to effectively lead the law school.
  • Manage an extremely active calendar of appointments; arrange complex and detailed travel plans and itineraries; compile background information, documents, and agendas.
  • Work closely and effectively with the Dean to keep them well informed of upcoming commitments and responsibilities and follow up appropriately. Act as a "barometer," having a sense for the issues arising in the environment, and keep the Dean updated.
  • Control access to the Dean by recognizing priority and necessity of requests.
  • Act as liaison with Board members, vendors, faculty, staff, and others, on matters related to Dean?s initiatives. Facilitate communications with the American Bar Association, Association of American Law Schools, The Western Association of Schools and Colleges-Senior College and University Commission, other national and local organizations, CWSL departments, faculty, students, and other constituents.
  • Coordinate and prepare CWSL?s responses to the U.S. News & World Report annual survey.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the Dean, including those of a sensitive or confidential nature.
  • Prepare Dean for meetings with internal and external constituents, including board members and donors. Attend meetings with the Dean in order to take notes of content and decisions, and proactively maintain a comprehensive project and deliverables lists with associated time frames.
  • Plan, monitor, and manage the operating budget for the Dean?s Office.
  • Manage a variety of special projects for the Dean.
  • Oversee filing systems, including archives.
  • Prioritize conflicting needs; handle matters expeditiously and proactively, and follow through on projects to successful completion.
  • Conduct research, collect, and analyze data to prepare reports and documents.
  • Establish credibility throughout the organization with management and employees by consistently demonstrating active and effective listening and problem solving, use of good judgment, discernment, and confidentiality.
  • Serve as primary administrative liaison for Board of Trustees
  • Provide administrative assistance to the Board Chair, and handle special board projects and special request from individual trustees.
  • Have a working knowledge of the Board Bylaws.
  • Schedule, plan, and organize the Board?s meetings and events, and oversee all logistics including preparing agendas, content material, presentations and board resolutions.
  • Attend all board meetings, generate meeting minutes, and serve as custodian of official board documents, including minutes, resolutions, conflict of interest forms, and other supporting materials.
  • Assist the Dean with research into Board actions by reviewing the Board minute books and develop expertise in the bylaws and Board minutes.
  • Manage incoming calls and prioritize phone messages and mail. Handle all calls and visitors with refinement, sophistication, and professionalism.
  • Maintain the Dean?s organizational memberships.
  • Coordinate schedule & manage records for the Faculty Annual Reviews & Departmental Annual Reports.
  • Plan and coordinate events including arranging facilities, venue, equipment, catering, presentations, announcements, attendance and materials.
  • Organize and prepare expense reports including check requests, mileage reports, business expense reimbursements, petty cash requests and corporate credit card support documentation.
  • Participate in department meetings and other committees, groups, and task forces as assigned.
  • Work with appropriate level of assistance, instruction and supervision.
  • Proactively advise the Dean of project status, potential issues and overall departmental progress.
  • Perform, with a team approach where appropriate, other duties as assigned.Qualifications:
    • Bachelor?s degree required.
    • At least five years of progressively responsible experience in a fast pace, deadline driven administrative support position.
    • Must have at least four years? experience with executives.
    • At least two years? experience working with boards preferred.
    • An equivalent combination of education and experience may be substituted.
    • Professional attire and presentation is required.
    • Must demonstrate ability and interest in working with a highly diverse student and employee population.
    • Requires a firm commitment to provide exemplary services in a demanding and challenging environment.
    • This individual must have the ability to exercise good judgment in a variety of situations, and the ability to maintain a realistic balance among multiple priorities.
    • This individual must have the ability to work independently on projects, from conception to completion, and requires the highest levels of professional discretion, maturity, and independent decision making.
    • Must have the ability to maintain confidentiality.Computer Skills:
      • Intermediate level computer skills.
      • Intermediate experience with Microsoft Office Suite.
      • Knowledge of effective internet search properties.
      • Experience with database programs required.
      • Knowledge and proficiency in social media preferred.
      • Aptitude for learning new technology.CWSL COVID-19 Vaccine PolicyIn accordance with the California Western School of Law policy, students, faculty, and staff must be fully vaccinated against COVID-19 or provide a valid medical or religious exemption to access campus. Individuals are considered fully vaccinated for five months after their final dose of a two-dose COVID-19 vaccine or for two months after receiving the only dose of a single-dose vaccine. Afterward a COVID-19 booster is required to continue to be considered fully vaccinated. The individual hired into this role will be required to submit their completed vaccination documentation. Individuals with an approved medical or religious exemption on file with the school will be required to participate in CWSL?s COVID-19 testing program. Further information can be found on our website at NOWClick here to complete an application through the CWSL Career Center website or visit our website at and search Current Job Openings.Annual Salary Range: $64,480.00 - $85,000.00 (Final salary and rates are based on education, experience, skills relevant to the role, and internal equity.)
        Resume and Cover Letter required.Application review will begin immediately. About us:Established in 1924, CWSL is an ABA accredited and AALS member, non-profit law school located in downtown San Diego, California. CWSL has the distinction of being San Diego?s oldest law school. CWSL is the recipient of numerous community service awards, including the State Bar of California President?s Pro Bono Service Award, and the federal government?s President?s Higher Education Community Service Honor Roll. The law school is also home to numerous outstanding programs, including the California Innocence Project, Community Law Project, and New Media Rights Program. The faculty are dedicated to teaching, research, and service to the community. Detailed information is available at law school offers competitive benefits for eligible employees, including, but not limited to:
        • Generous employer contribution for Medical, Dental and Vision Insurance (depending on which plan/level the employee elects).
        • 403 (b) Employer Retirement contribution of 8% (up to 8k per year) Fully and immediately vested.
        • Company Paid Life and AD&D Insurance.
        • Paid Long-Term Disability Insurance.
        • Flexible Spending Plan.
        • Reduced Summer Work Schedule (paid).
        • Paid Winter Break (week of x-mas through new year)
        • Additional 10+ Paid Holidays
        • Accrued Paid Time Off
        • Wellness ProgramsPerks:
          • Little Italy/Downtown location for convenient access to great restaurants and after-hour activities.
          • Free on-campus parking facilities provided.
          • Employee engagement events held both virtually and on-campus.
          • On-Campus Convenience Store.
          • Complimentary bottomless Specialty Coffee.
          • Use of on-campus Law Library facilities. California Western School of Law is committed to using the law to prevent and solve human and societal problems. In conjunction with our mission - to train ethical, competent, and compassionate lawyers, representative of our diverse society and equipped to use the law effectively and creatively on behalf of all members of society - we value a rich diversity among our students, alumni, faculty, and staff, as well as in the larger communities of which we are a part.The law school is an Equal Opportunity Employer dedicated to affirmative action and to excellence through diversity. The law school provides reasonable accommodations to qualified applicants with disabilities upon request.

            Please see job description


            Please see job description

Keywords: California Western School of Law, San Diego , Executive Assistant, Other , San Diego, California

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