Executive Assistant (EXEC AST 3 CX)

About the role

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. 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 and require a high level of analytical skill, independence, and initiative in execution and implementation. Assist with managing the Dean’s communication, including consulting with the Dean 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.

Responsibilities

• Executive Support
• Analysis, Projects and Committees

Qualifications

• Bachelor's degree in 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 with managing dynamic calendars and scheduling and coordinating large, complex meetings and special events.
• Experience using various computer platforms and programs, such as Microsoft Office, including Word, Excel and PowerPoint but specifically Outlook mail and calendar, Teams, virtual meeting room platforms (Zoom, Teams, Webex, etc.), and upskilling to learn new technology/tools, as needed.
• Political acumen to handle sensitive or difficult situations diplomatically; to represent high-level executives with discretion; and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
• 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 course 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.

Skills

• 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.
• Experience with UC Davis software systems such as AggieTravel, AggieBuy, PrePurchasing and Ceremonies and Events Management System (CEMS).

Benefits

• High quality and low-cost medical plans to choose from to fit your family's needs.
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave.
• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement.
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement.
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement.
• Access to free professional development courses and learning opportunities for personal and professional growth.
• WorkLife and Wellness programs and resources.
• On-site Employee Assistance Program including access to free mental health services.
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage.
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles.
• Retailment benefit options for eligible roles including Pension and other Retirement Saving Plans.

Pay

$74,211.86 - $112,481.40/year

Schedule

Standard, Monday-Friday