Job Details

The Executive Assistant provides high-level executive, administrative, and analytical support in a wide range of areas including managing a complex calendar, special projects and events, management of email, calendars, travel, and problem-solving for day-to-day office operations. The incumbent performs and oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high degree of independence and initiative in execution and implementation. The Executive Assistant handles details and oversees work of a highly confidential and critical nature in support of the executive on matters of significance. The Executive Assistant will support the Vice Chancellor and the Assistant Vice Chancellor and Chief of Staff.

JOB DUTIES

70% - Executive Support

• Directs the daily administrative operations for the executive's office. Develops and implements efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
• Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency, and to allocate time for scheduled events, travel, and meetings. Ensures parties are informed and prepared, and any barriers or risks are brought to the attention of the VCSAS or other appropriate staff for resolution.
• Maintains a complex calendar of meetings and events that require constant assessment and prioritization. Arranges all meetings that involve the VCSAS.
• Handles the details of complex and highly sensitive matters on behalf of the executive.
• Maintains a comprehensive database of initiatives and assignments, including actions delegated to other offices.
• Responds to a wide variety of questions and issues from faculty, staff, students, and the public on behalf of the executive, including those highly sensitive in nature.
• Researches, compiles, and summarizes complex and highly sensitive issues, policies, and topics. Provides background information, talking points, and briefing materials for the executive.
• Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
• Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system.
• Handles the details of complex and highly sensitive matters on behalf of the executive.
• Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.
• Researches, analyzes, and synthesizes information to prepare executive briefings, reports, and summaries.
• Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.
• Participates in, and provides logistical oversight for, a number of committees chaired by the VCSAS and AVC/COS, meetings with senior leadership, and the divisional leadership team, cabinet, and central office staff.
• Tracks expenditures and coordinates CTE and ProCard processing and submittal in a timely fashion. Other duties as assigned in support of the VCSAS.
• Monitors the VCSAS email account; Responds to both internal and external inquiries in a professional and timely manner, demonstrating sensitivity, tact, confidentiality, and discretion.
• Orders supplies for the Vice Chancellor’s Office and divisional suite, including office supplies, business equipment, and supplies for meetings. As needed, drives to pick up supplies, run errands for the Vice Chancellor’s Office, or pick up refreshments.

15% - Event Management

• Oversees event and meeting production on behalf of the Vice Chancellor and AVC/Chief of Staff; this may include planning small meetings, committee activities, and larger division-wide events by arranging refreshments, purchasing supplies, driving to pick up supplies and catering, contracting with vendors, etc.
• Coordinates and provides support for special events and division-wide activities such as professional development events, division-wide meetings, etc. Researches vendors, completes contracts, books venues, managing communication, and RSVP lists.

15% - Executive Office Support

• Maintains the Vice Chancellor Offices in a neat, professional, and organized manner. This includes storing supplies for events and meetings, tidying the office, hanging artwork and seasonal decorations, and ensuring that furniture, fixtures, surfaces, etc. are cleaned regularly.
• Serves as steward for keys and building access for divisional offices in Kerr Hall, assists new employees by coordinating badge access, and issues keys for staff in the DSAS divisional suite at Kerr 165.

REQUIRED QUALIFICATIONS

• Demonstrated experience in executive support, including experience providing administrative support in a dynamic, fast-paced environment.
• Advanced knowledge of common organization-specific computer applications.
• Strong analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Advanced service orientation.
• Excellent interpersonal skills with an ability to maintain a high level of professionalism in all situations and effectively interact with flexibility, tact, sensitivity, and helpfulness with individuals at all levels.
• Ability to multi-task with demanding timeframes.
• Ability to use a high level of discretion and maintain all confidentiality.
• Small to mid-level project management skills.
• Demonstrated ability to work in a variety of situations (independently, collaboratively, or with minimal supervision).
• Cultural competence and interpersonal skills to establish and maintain effective working relationships with diverse groups.
• Excellent communication skills for writing, preparing, editing and presenting presentations and reports. Skills to clearly and accurately express substance and nuance in both written and oral communications.
• Demonstrated experience in coordinating events, meetings and conferences, including planning and execution.

PREFERRED QUALIFICATIONS

• Ability to assimilate information on a broad range of UC and UCSC policies and procedures into daily activities.

DIRECTIONS to apply:
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3. Review the job description and select the Apply button to begin your application.

https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=64273&PostingSeq=1
Please apply by the initial review date: February 27, 2024