Assistant to Executive Director, Department of Career Center

Reports to: Executive Director and UCCD PI

Purpose: Provide efficient support to the executive director of career center and principal investigator, UCCD through handling administrative and project-based duties, including but not limited to scheduling of appointments, arranging meetings/travel plans, handling information requests, preparing correspondence, and liaising with internal and external constituencies. Track employer relations initiatives and follow up on action items, keeping the supervisor updated on key developments.

Principal Accountabilities:

Executive Support

• Manage the executive director’s (ED) calendar and schedule appointments/ meetings, ensuring that the ED’s schedule runs smoothly and that he/she is timely briefed on the daily schedule
• Schedule domestic and international travel and handle all travel logistics – booking of flight tickets, hotel accommodation and car reservations, per diem requests and accounting for per diem, ensuring alignment with AUC’s guidelines
• Prepare for meetings and retreats as requested, solicit agenda items and provide required information to ED prior to meetings, attend and minute meetings as needed and handle post-meetings follow up
• Correspond on behalf of ED, and draft memos/general replies as needed
• Provide general administrative support to ED
• Maintain an efficient filing system for ED documents
• Handle confidential information with discretion and diplomacy, and ensure compliance with university policies and procedures in all functions.
• Receive, open and dispatch mail addressed to the ED
• Undertake additional duties as needed

Corporate /Community Relations Follow up

• Attend corporate relations meetings with the executive director as requested, take notes and follow up on action items with the recruitment/experiential learning staff as relevant
• Develop an employer relations follow up system for documentation, tracking and follow up on new initiatives for tracking purposes
• Liaise with recruitment, experiential learning and employer relations staff as needed to follow up on corporate requests communicated to the executive director
• Support the supervisor in handling additional responsibilities related- to serving on university committees/task forces
• Respond to employers, universities or professional organizations communications, on behalf of executive director
• Confirm executive director participation in university, corporate or organization events
• Perform any other related duties as assigned