EXECUTIVE ASSISTANT

Job Posting For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP UC OFFICE OF THE PRESIDENT At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer Prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good. The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President Department Overview The UC Student and Policy Center (the Center) is UC’s systemwide hub bringing together UC faculty, researchers, and students with state leaders and policymakers in the heart of California's capital city, Sacramento. The Center hosts highly visible programs of topflight speakers, including debates, briefings, conferences, and panels. These programs are designed to speak to major policy issues of our time and to showcase UC’s policy work conducted on behalf of the State of California and the legislature. The Center is located within walking distance of the State Capitol and serves as a lively civic space for events and gatherings. Through its programs, the Center promotes constructive civic engagement and debate and is a conduit for making UC’s research and innovative expertise available to state policymakers. Position Summary The Executive Assistant provides comprehensive administrative leadership and project management support to the Center's Director. This role provides executive level analytical and planning support that ranges from management and coordination of the Director's calendar and travel, to project support advancing strategic priorities, to organizational support of the Center's operations. The incumbent will work onsite Monday – Friday in Sacramento, CA. Responsibilities 70% Provides executive administrative support to the Director. Directly supports and maintains the Director’s calendar, analyzing requests, scheduling meetings, and arranging logistics of internal and external meetings; maintains the Director’s records and database for contacts and communications; prepares and submits the Director’s travel requests and expense reimbursements.20% Operational management and coordination. Responsible for meeting agendas, logistics and note-taking, and other communications as needed. Develops, maintains, and manages a shared file management system for the Director and Center staff to organize documents and resources efficiently, ensuring accessibility, timely management and organization, and accuracy of information. Prepares, documents, updates, and tracks operational compliance with standard operating procedures. Participates in discussions and meetings, documenting key discussions, decisions, and follow-up items accurately and comprehensively. Prepares and organizes information for use in discussions and meetings, ensuring relevant data and materials are readily available and effectively utilized. Work with partners and immediate office team to schedule meetings, send follow-up emails/calls to support programs and issue management. Manages correspondence requests. Periodically reviews and updates subscriptions, sponsorships, web site, and social media accounts information. Serve as office manager to ensure the Center’s office needs are met, e.g., supplies, equipment, storage organization, etc. Assists with event execution as needed during events hosted by the Center.10% Project management. Work on a special ad hoc projects supporting the Center. Analyze and reports results to the Director. Coordinates project planning and collaboration with external partners and immediate office staff, facilitating effective teamwork and communication to achieve project goals. Takes responsibility for meeting agendas, logistics and note-taking, and other communications related to special projects as needed. Required Qualifications Minimum 5 years’ proven experience and professionalism in providing primary analytic and administrative support to high-level executives or administrators.Demonstrated experience managing small to mid-level projects.Demonstrated ability and experience determining workload and setting priorities, taking into consideration multiple requests and deadlines and fluctuating priorities.Experience developing and maintaining cooperative working relationships with individuals at various levels within a small and large organizational structure.Demonstrated ability to communicate effectively, both orally and in written form, with a diverse group of individuals in a diplomatic, tactful, and professional manner.Knowledge of common organization and computer application programs.Strong interpersonal skills.Close and precise attention to detail.Ability to use discretion and maintain all confidentiality.Analytical / problem-solving skills.Ability to multi-task with demanding timeframes.This role requires knowledge of University administrative organizations, policies, procedures, and practices. Education Bachelor's degree in related area and / or equivalent experience / training Salary And Benefits Salary: $89,000 - $105,000, commensurate with experience. Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging Additional Information HOW TO APPLY Please be prepared to attach a cover letter and resume with your application. APPLICATION REVIEW DATE The position will be open until filled. CONDITIONS OF EMPLOYMENT Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements. As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer. “Misconduct” means any violation of the policies or laws governing conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.UC Sexual Violence and Sexual Harassment PolicyUC Anti-Discrimination Policy for Employees, Students and Third PartiesAPM - 035: Affirmative Action and Nondiscrimination in Employment EEO STATEMENT The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu.