Executive Secretary

Executive Secretary, Office of the President

Who We Are:

University of Southern California (USC) is a leading private research university located in Los Angeles - a global center for arts, technology, and international business. As the city's largest private employer, responsible for more than $5 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 schools and units. As a USC employee, you will enjoy excellent benefits and perks and be a member of the Trojan Family - the faculty, staff, students, and alumni who make USC a great place to work.

The Position:

The Executive Secretary for the Office of the President, reporting to the Director of Operations and Trustee Program, will play a pivotal role in supporting the day-to-day operations of the office while contributing to special projects. In addition to responsibilities such as screening and managing incoming calls, welcoming guests, and handling mail, this position will provide vital support to the administrators within the office, ensuring an efficient and collaborative workspace.

To excel in this role, attention to detail, robust verbal and written communication skills, and the ability to maintain confidentiality are essential attributes. Moreover, the ideal candidate should possess experience in thriving within a fast-paced environment, demonstrate a personal dedication to collaboration, and exhibit a well-honed customer-centric approach.

The ideal candidate for this position will embody USC's Unifying Values. They will consistently foster an environment that promotes these values, creating equitable opportunities for contributions through their ideas, words, and actions in alignment with the principles of the USC Integrity and Accountability Code.

This is a fully onsite position based on the University Park Campus. This role may require occasional work on weekends, evenings, and/or holidays based on business necessity.

Key Responsibilities Include:

• Calendar & Meeting Management - Coordinate and manage the President's and Chief of Staff's calendars, schedule meetings, send reminders/invites, and ensure timely participation.

• Front Desk/Reception Support - Screens and manages incoming phone calls and directs calls to appropriate parties throughout the university. Manages mail and courier services.

• Briefing & Communication Support - Partner with staff to initiate briefing processes, announce guests, and facilitate smooth meeting flow.

• Travel Coordination - Arrange and manage all travel logistics (flights, hotels, car service, itineraries) for the President and Chief of Staff; reconcile travel expenses.

• Hospitality & Events - Oversee office and event hospitality, including small retreats, meetings, and guest services; manage kitchen/office supplies to ensure a welcoming environment.

• Expense & Administrative Support - Process and manage expenses for senior leadership; provide front desk coverage including phones, mail, courier, and shipping.

• Space & Resource Management - Oversee presidential office spaces and event rooms; maintain inventory of supplies, gifts, and photo archives; coordinate maintenance requests.

Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.

Minimum Qualifications Required:

• Bachelor's degree.

• Three (3) years minimum experience or combined experience/education as substitute for minimum education.

• Executive secretarial or specialized clerical and administrative experience.

Salary and Benefits:

The hourly range for this position is $33.07 to $38.00. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer alignment, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

To support the well-being of our faculty and staff, USC provides benefits-eligible employees with a broad range of perks to help protect their and their dependents' health, wealth, and future. These benefits are available as part of the overall compensation and total rewards package. You can learn more about USC's comprehensive benefits here.