Executive Assistant

Under general supervision of the Chief Operations & People Officer (COPO), provide high-level executive assistance and analytical support to the Dean and the Senior Leadership Team across the major scope of their responsibilities.

About the Department

UC Davis Continuing and Professional Education (CPE) is the lifelong learning arm of the university. The division maintains the most diverse portfolio on campus, with programs spanning pre-college, professional continuing education, workforce development, international academic and cultural exchange, and training services for corporate and agency partners. As a global leader in continuing education, CPE serves learners regionally, nationally, and globally, with over 55,000 enrollments annually, making it the third-largest UC Extension by enrollment. Beyond its community-facing role, CPE serves as the internal hub for online education in support of other academic units on campus. CPE employs approximately 180 employees and draws on the expertise of approximately 1,700 instructors.

Responsibilities

• Work closely with senior university administrators, campus departments, advisory boards, community leaders, governmental officials, and various campus committees to coordinate complex calendars and meeting arrangements.
• Provide analytical and communication support for special projects and initiatives.
• Maintain various records and documents for executive leadership, including MOUs and international agreements.
• Provide project management on matters that are sensitive or complex in nature, requiring a high level of analytical skill, independence, and initiative in execution and implementation.
• Assist with managing the Dean’s communication, including consulting on internal and external administrative and policy matters requiring action to facilitate their execution for resolution.
• Manage and coordinate special projects of the Dean’s Office.
• Manage and execute a host of divisional events and ceremonies, including town halls and the annual division meeting.
• Coordinate travel and entertainment.
• Support academic program, course, and instructor/MOU approvals.
• Serve as a main divisional resource contact, supporting and advancing a welcoming atmosphere for all staff, ensuring the Dean’s office reflects a commitment to an inclusive environment and promotes equity within the institution.
• Work closely with diverse stakeholders, including students, faculty, staff, and external partners, to support the Dean’s vision of an inclusive community.
• Manage events, communications, and activities that highlight community building and staff support efforts in creating a culture where everyone can thrive.

Breakdown: 65% Executive Support, 35% Analysis, Projects, and Committees.

Requirements

• Bachelor's degree in a related area and/or equivalent experience/training.
• Experience providing executive-level support in a complex, high-level, and fast-paced executive office with competing demands.
• Experience managing dynamic calendars and scheduling and coordinating large, complex meetings and special events.
• Proficiency with various computer platforms and programs, such as Microsoft Office (Word, Excel, PowerPoint), Outlook mail and calendar, Teams, virtual meeting platforms (Zoom, Teams, Webex), and the ability to upskill to learn new technology/tools as needed.
• Political acumen to handle sensitive or difficult situations diplomatically; represent high-level executives with discretion; and work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
• Professional judgment to analyze, identify, and communicate critical and crisis matters to high-level professionals in a timely manner; diffuse issues early and effectively.
• Exceptional organizational and project management skills, with the ability to prioritize and manage multiple tasks simultaneously.
• High-level writing, editing, and proofreading skills with strict attention to grammar, spelling, and punctuation to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office.
• Analytical and evaluative skills to research and assess data, identify problems, and recommend/implement courses of action in addressing a variety of complex issues.
• Teamwork, interpersonal, and communication skills to facilitate positive interactions and workflow with executive-level offices and staff within the colleges, university, and system.

Preferred Qualifications

• Experience with UC Davis software systems such as AggieTravel, AggieBuy, PrePurchasing, and Ceremonies and Events Management System (CEMS).
• Knowledge of the relative roles of faculty, staff, and administrators, and the protocols for communications and interactions between these parties in the university environment.
• Knowledge of University of California and UC Davis campus policies and procedures.

Pay

Salary range: $74,211.86 – $112,481.40 annually.

Schedule

• Standard, Monday–Friday.
• Occasional evenings to meet business needs.
• Hybrid (mix of on-site and remote work), with 4–5 days on-site per week, split between International Center (Davis, CA) and Aggie Square (Sacramento, CA) based on the Dean's schedule.

Benefits

• High-quality and low-cost medical plans to choose from to fit your family’s needs.
• UC pays for dental and vision coverage for you and your family.
• Retirement plans for eligible employees, including Pension and other Retirement Saving Plans.
• Supplemental insurance offered, including additional life, short/long-term disability, pet insurance, legal coverage, accident, critical illness, and hospital indemnity.
• Pregnancy and Parental Leave, Family & Medical Leave, Adoption Assistance, and Pay for Family Care and Bonding for eligible employees.
• Lactation Support Program and Family Care discounts and resources.
• Employee Well-being resources and programming to support thriving in all aspects of life.
• On-site Employee Assistance Program, including access to free mental health services.
• Generous amount of paid holidays annually as outlined in UC Policies or Collective Bargaining Agreements.
• Paid Time Off/Vacation/Sick Time as outlined in UC Policies or Collective Bargaining Agreements.
• Continuing Education (CE) allowance and Staff Education Reimbursement Program for eligible employees.
• Access to free professional development courses and learning opportunities for personal and professional growth.
• Public Service Loan Forgiveness (PSLF) Qualified Employer and Student Loan Debt Counseling Program for eligible employees.

UC Davis is a smoke- and tobacco-free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) are strictly prohibited on any UC Davis-owned or leased property, indoors and outdoors, including parking lots and residential space.