This is a full-time position. USC Orthopaedic Surgery is seeking an Executive Secretary to provide support to the Department Chair and other administration functions.
Essential duties and responsibilities:
Prepares official academic and business correspondence ensuring acceptable pre-established formats are followed. Takes and transcribes dictation of a highly confidential nature.
Reviews and prioritizes all incoming correspondence. Determines actions required and follows through to completion. Researches and drafts responses on behalf of executive, refers to executive's direct reports for action, or refers to executive for personal reply.
Screens incoming calls and visitors, determining what contact or action is required for satisfactory disposition. Provides ongoing public relations on executive's behalf with visiting dignitaries, trustees, major donors, parents and other VIP's. Assists visitors with resolving problems, often coordinating resolution with other university offices.
Maintains executive's calendar and accepts or declines commitments, both local and out-of-area, on his/her behalf. Reschedules existing appointments as deemed appropriate.Â Makes travel arrangements for executive as needed.
Facilitates communications between executive and his/her direct reports. Assesses and prioritizes the urgency of situations and determines appropriate action.
Plans meetings and events hosted by executive. Coordinates arrangements with internal and/or external vendors to include travel, lodging, refreshments, guest speakers, and presentation materials and equipment. Attends events to ensure arrangements are handled according to plan and as a representative of the executive.
Maintains the confidentiality and currency of office records and files including personnel records for faculty and staff.
Performs other related duties as assigned or requested.Â The university reserves the right to add or change duties at any time.
Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum educationMinimum Experience: 3 yearsMinimum Field of Expertise: Executive secretarial experience
USC is the leading private research university in Los Angeles—a global center for arts, technology and international business. With more than 47,500 students, we are located primarily in Los Angeles but also in various US and global satellite locations. As the largest private employer in Los Angeles, responsible for $8 billion annually in economic activity in the region, we offer the opportunity to work in a dynamic and diverse environment, in careers that span a broad spectrum of talents and skills across a variety of academic and professional schools and administrative units. As a USC employee and member of the Trojan Family—the faculty, staff, students, and alumni who make USC a great place to work—you will enjoy excellent benefits, including a variety of well-being programs designed to help individuals achieve work-life balance.