Administrative Assistant

Administrative Assistant
USC Marshall School of Business
Peter Arkley Institute for Risk Management

The Peter Arkley Institute for Risk Management educates the next generation of risk management leaders for an increasingly complex and interconnected business environment. A curriculum focused on stimulating critical thinking and sharpening analytical skills equips students to meet the risk challenges of tomorrow. Born out of a collaboration with the Southern California risk management industry, the Arkley Institute emphasizes professional development through internships, mentorships, and networking events.

The Peter Arkley Institute is searching for an Administrative Assistant to join the team. The Administrative Assistant will provide support to the Executive Director and Associate Director on a variety of programs, events, and operations of the Institute. 

Responsibilities and Duties:

• Provide program support to the Executive Director and Associate Director.  Programs include events such as Risk Management Mentorship Program, Meet the Risk Management Professionals Events, Emerging Leaders Program, Risk Management Symposium, etc. Assist with communication with participants, potential participants, researching various materials, preparing application materials, managing travel logistics, coordinating meals and fieldtrips, tracking attendance, maintaining meeting notes and follow-up action items.
• Coordinating a variety of different events ranging from networking events, lunches, recruiting events, symposium, graduation reception and others.  Tasks include securing venue, catering, other rental needs, and photography. 
• Manage the budget tracking process, reconciling the monthly budget, process reimbursement, set-up purchasing orders to pay vendors, hire and pay independent contractors as needed and maintain all financial documentation. 
• Provide administrative support to Arkley Institute governing bodies, including Advisory Board, the Advisory Council, the Development Committee, and the young alumni Trailblazers Council.  Duties include securing meeting locations, meals, taking notes, drafting minutes, and photography as needed.
• Monitor donor gift payments, communicate with donors regarding upcoming payments, and coordinate with USC Marshall External Relations to assist with donor outreach. 

Preferred Qualifications:

• 5 years of experience supporting a fast-paced center or organization with multiple programs and events. 
• Demonstrated success providing effective administrative support to executives, governing bodies, and/or donors.
• Ability to manage multiple projects simultaneously and maintain organization.

• Strong communication skills 
• Working knowledge of Workday Financials is a plus.
• Flexibility and adaptability to changing priorities. Strong project management experience. Proficient technology skills. Demonstrated experience interacting with diverse groups, exercising diplomacy, good judgment, and discretion. A team player.
• Demonstrated experience with office management communication software and tools (e.g., Microsoft Office suite, Google suite, Zoom) and social media management (e.g., LinkedIn, Instagram, Facebook). Proficient with Canva and/or Adobe Creative software. Demonstrated experience managing multi-platform communications and marketing plans involving publications, videos, websites, social media, and public speeches and presentations.

Require Document and Additional Information

• Resume and cover letter required (may be uploaded as one file). Please do not submit your application without these documents.
• Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled any time after the minimum posting period has ended, so please apply on the same business day if interested.
• USC has excellent benefits, including health benefits for staff and their family with access to the renowned university medical network; eligibility for retirement plans with employer contributions*; tuition benefits for staff and their family; free Professional Development classes; central Los Angeles location with easy access to commuter trains, buses and free tram pick up services; discounts to sporting and other campus events.
• The University of Southern California is an Equal Opportunity Employer that Values Diversity.

* University employer contributions may be subject to change due to financial impact of COVID-19

Why join the USC Marshall School of Business?

The USC Marshall School of Business is ideally positioned to address the challenges of a rapidly changing business environment and is ranked as one of the country’s top schools for accounting, finance, marketing, consulting, entrepreneurship and international business studies.

USC Marshall builds on the unique opportunities that stem from its Los Angeles location on the Pacific Rim, its interdisciplinary and impactful research, the momentum generated by the University of Southern California, and the unparalleled engagement of the Trojan Alumni Family. With ready access to industries defining the new business frontier, including bio-technology, life sciences, media, entertainment, communications and healthcare, this vast network offers USC Marshall graduates exceptionally strong support for success in the global marketplace.

For more information on the USC Marshall School of Business, visit: www.marshall.usc.edu

Minimum Education: Bachelor’s degree, Combined experience/education as substitute for minimum education

Minimum Experience: 3 years

Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience