Executive Secretary

The University of Southern California (USC), founded in 1880, is the largest private employer in the City of Los Angeles and proud recipient of Time Magazine's College of the Year 2000. USC offers competitive pay and an outstanding benefits package. USC’s Viterbi School of Engineering, Sonny Astani Department of Civil & Environmental Engineering is looking for an Executive Secretary to join its team. **This position is fix-termed, 2 years from hire date.** Job Accountabilities: Organizes the office of the Chair, including sensitive and confidential files; establishes and maintains office and record keeping systems and procedures. Prepares official academic and business correspondences ensuring acceptable pre-established formats are followed. Takes dictation and drafts responses for memos and correspondences of the Chair. Writes, edits and reviews various correspondences for mailings. Reviews newspapers, journals and other publications for specific information and condenses it into executive summary. Reviews and prioritizes all incoming correspondences; and meets with the Chair to determine actions required. Manages the schedule and appointments of the Chair; reschedules appointments to accommodate priorities. Screens phone calls and visitors; determines what action or contact is required. Handles public relations on behalf of the Chair; with visiting dignitaries, company representatives, potential donors, parents and other VIPs. Assists visitors with resolving problems. Facilitates communications between the Chair, the Viterbi Dean’s Office and other University offices on behalf of the Chair. Plans the events hosted by the chair, such as meeting of the advisory board, distinguished lecture series, receptions, parent days, etc.; and coordinates with other offices at USC requesting the participation of the Chair. Coordinates arrangements with internal and/or external vendors to include travel, lodging, refreshment, guest speakers, and presentation materials and equipment. Attends events to ensure arrangements are handled according to plan and as a representative of the executive. Plans travels of the Chair as needed. Handles day-to-day administrative tasks as assigned by the Chair. Supervises the planning and organization of seminars, conferences and workshops hosted by the Department. Works with the Business Manager in establishing priorities and ensuring that deadlines are met. Works with Business Manager for planning, processing and reporting expenses incurred by events, e.g., seminars, meetings, and luncheons. Monitors news and announcements in the CEE website and advise the Chair on potential problems. Supervises workers to ensure that the CEE website contains updated, well organized and relevant information. Supervises the administrative assistant in the creation and production of the annual department newsletter and annual report of activities. Supervises dedicated work study students assigned for copying, running errands, etc… Minimum Qualifications: Bachelor’s Degree. Three years executive secretarial experience. Combined experience/education may substitute for minimum education. Preferred Qualifications: Five years executive secretarial experience.The University of Southern California values diversity and is committed to equal opportunity in employment. To apply for this position, please click on the Apply Now button below. AA/EOE