The Claremont Colleges Services (TCCS) is the shared services organization for a highly regarded cluster of seven independent colleges known as The Claremont Colleges located in Southern California. Today, TCCS is a nationally recognized educational model for academic support, student support and institutional support services to meet the needs of 6,300 students and 2,300 faculty and staff. Some of the more than 30 different services include: campus safety, a central library, health and counseling services, cultural centers, central bookstore, physical plant and facilities support, payroll and accounting, information technology, real estate, risk management and employee benefits.
TCCS is committed to offering a work environment that is supportive, collaborative, accountable and enjoyable. TCCS offers generous time off benefits, employer-paid retirement contributions, tuition remission benefits and professional development opportunities. Our employees also take advantage of discounted meals provided in the TCCS caf, regular employee events and an opportunity to work with exceptional colleagues.
Like the institutions we serve, we recognize that we excel when we collaborate. We seek diverse staff members who are skilled and passionate about the work they do. TCCS is committed to providing an environment that values the many differences in identities, experiences, abilities, and thoughts that exist among the members of our community. Learn more about our organization and the colleges we serve by visiting services.claremont.edu.
NOTE TO APPLICANT: Please submit your resume and cover letter along with your application. You may submit both documents as one attachment in the My Experience section of the application under the 'resume/CV' upload section, or as separate attachments. Once you submit your application, you will not be able to attach additional documents.
The Executive Assistant/Project Assistant provides high-level analytical and administrative support to the CEO and VP of Administration and anticipates and proactively manages the daily operations of the Executive Office. This position requires demonstrated knowledge, experience, and flexibility in providing superior support to executive leadership in a challenging, high-profile office with constantly changing priorities and assignments; an ability to act with a professional demeanor, poise, and diplomacy with all levels of internal and external constituents and in unexpected or difficult situations; and ability to use discretion to maintain strict confidentiality. This position will also provide administrative project management support across TCCS. The nature of specific project assignments will vary.
The following are the essential duties and responsibilities the incumbent must be able to perform.
Executive Assistant Duties
Provide a broad range of high-level analytical and administrative support to the Chief Executive Officer (CEO) for The Claremont Colleges Services (TCCS) and manage the daily operations of the Executive Office with minimal direction.
Develop and hone ability to anticipate the needs of the CEO and the Executive Office and work proactively.
Oversee a complex executive appointment calendar and provide a high degree of judgment and initiative in screening and prioritizing calls and appointments, and sending inquiries and responses on behalf of the CEO.
Coordinate routine and non-routine meetings, conference calls, projects, and travel arrangements.
Plan and execute various small and large activities such as meetings, retreats, and employee events. This includes preparing or proofing briefing materials, agendas, handouts, presentation slides, coordinating RSVPs, ordering catering, coordinating audio/visual and other technical needs, taking and transcribing minutes, and other logistical support as appropriate.
Uses exceptional judgment, diplomacy, and customers service in serving as a liaison for the CEO with the members of Senior Cabinet, The Claremont Colleges President's Council, TCCS employees, and other internal and external constituents.
Create and prepare correspondence, reports, and communications from verbal instruction, brief written description, source and reference materials, and independent research.
Review and prepare business documents and correspondence for CEO's signature.
Ensure impeccable accuracy, spelling, grammar, and business formatting. Communicates and collaborates with executive, administrative, and academic contacts within TCCS and across The Claremont Colleges, and with external contacts.
Function with a high degree of independence and initiative to support the full range of the CEO's activities.
Use tact, organizational knowledge, and interpersonal skills to move items forward on behalf of the CEO.
Monitor department budget, prepare requests for payment of invoices, conduct monthly reconciliation and payment request for CEO and VP of Administration credit card, and prepare reports as requested.
Work with the Secretary to the Board to maintain current and up to date policy manual for all TCC Board, Council and TCCS Policies.
Assist the Secretary to the Board in annual Conflict of Interest and any other disclosure information.
This position will also provide administrative support projects across TCCS, including but not limited to task such as meeting coordination, budget management, document preparation, meeting minutes, preparing letters and other communication. Administer the TCCS Records Management Program
Business Process responsibilities
Serve as a single point of contact for Ask TCCS and various inquiries to route to the appropriate department. Mange the Cellphone Allowance and internal reimbursement request process Organize and update company permits/ certificates, documents (i.e. business license, update TCCS w-9, etc.
Other similar duties as assigned by the VP of Administration
Number of Direct Reports: None Title(s) of Direct Report(s): Not Applicable
Required Work Hours: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday through Friday. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to needs of the organization or business unit. The position will allow for remote work but will require occasional onsite responsibility and will need to be able to come to The Claremont Colleges as needed.
Required Qualifications: The following qualifications are required to perform the essential functions of this position, or the individual must be able to demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below.
Education: A bachelor's degree in public relations, English, or the equivalent in education, training and additional experience beyond the minimum indicated below.
Experience: At least five (5) years of relevant work experience supporting management and/or a high-profile office.
Knowledge, Skills, and Abilities:
Maturity, tact, resiliency, and composure in difficult and unexpected circumstances.
Demonstrate confidence and leadership qualities in moving forward items on behalf of the executive supported.
Exceptional customer service orientation with all individuals and an ability to anticipate the needs of the executive supported.
Demonstrate sound knowledge of business etiquette for an executive/c-suite level office.
Ability to switch quickly between tasks with demanding timeframes and frequent adjustments in priorities.
Political acumen and sensitivities to the differing perspectives and circumstances within all levels of the organization and external constituencies.
Knowledge of or ability to quickly learn TCCS policies, procedures, projects, and contacts related to the Executive Office.
Ability to handle change and learn new skills with a positive attitude.
Ability to use a high-level of discretion and maintain strict confidentiality.
Strong interpersonal skills with an ability to collaborate effectively, productively, and cordially with individuals at all levels of management, staff, and external constituents.
Fluent English language skills in writing and verbally, including writing business English with proper format, spelling, grammar, and punctuation.
Ability to proof-read as needed.
Strong research, analytical, and problem-solving skills, with an ability to use good judgment, facts, and context for independent decision-making and recommendations.
Ability to productively manage conflicts and recognize conflicts as opportunities. Small to mid-level project management skills.
Advanced organizational skills and use of various tools and software to ensure consistent and timely updates to the executive's schedule, priorities, approvals, and initiatives.
Proficient with MS Word, Excel, PowerPoint, Outlook, and Teams, and general office equipment.
Other: A valid driver's license and a driving record acceptable to TCC's automobile liability insurance provider. Must provide evidence of complete COVID-19 vaccination within 30 calendar days of hire, unless a medical or religious accommodation or the exemption is requested and granted.
Preferred Qualifications: The following qualifications are preferred:
Work experience in a higher education environment.
Experience working with Workday and/or Kronos.
This job description defines the essential job duties of this position. The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity.
Equal Opportunity Employer:
TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim to have the best available person in every job. TCCS prohibits discrimination based on race, color, religious creed (including religious dress and grooming practices), gender (including gender identity and gender expression), national origin or ancestry, genetic information, physical or mental disability, medical condition, marital status, registered domestic partner status, age, sexual orientation, sex (which includes pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy, childbirth, or breastfeeding), military or veteran status, and status with regard to public assistance, or any other basis protected by federal, state or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics, or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.