Executive Assistant for the EVC/P Office

About the role

The Executive Assistant to the Office of the Executive Vice Chancellor and Provost (EVC/P) serves as a central point of contact for the Provost's Office. They provide administrative support to the Chief of Staff to the Provost, the Vice Provost for Academic Affairs and Strategy, and occasionally to the Associate Vice Chancellor for Strategic Infrastructure, Planning, and Institutional Effectiveness. The role also involves handling the daily administrative operations, managing calendars, coordinating travel, and supporting senior leadership.

Responsibilities

• Oversees and ensures smooth operation of the EVC/P office daily.
• Prioritizes and allocates time for scheduled events, travel, and meetings.
• Researches, compiles, and summarizes issues, policies, and topics.
• Provides background information and briefing materials for executives.
• Responds to inquiries from faculty, staff, students, and the public.
• Investigates issues and problems, drafts and prepares responses to urgent requests.
• Schedules meetings and conferences on campus, off-campus, and virtual meetings.
• Handles travel, lodging, and reimbursement for executives based on UC policy and procedures.
• Serves as backup support to the EA for the EVC/P and the EVC/P directly as needed.
• Provides interim support to senior executives as needed and as capacity permits.
• Develops and implements efficient and effective systems for managing information, projects, and communications.
• Prepares confidential reports for senior staff, systemwide, and other officials.
• Handles the details of a variety of matters on behalf of the executives.
• Implements related business processes.
• Assists with campus-wide planning initiatives logistics.
• Partners with UC Merced recruiters and external search firms.
• Manages candidate travel and lodging.
• Submits reimbursements for candidates.
• Supports planning leads as needed.

Requirements

• Bachelor's degree from an accredited university in a related area, or equivalent experience/training.
• Three (3) years of directly related, progressively responsible experience in executive or administrative assistance, or seven (7) years of equivalent education, experience, and training.
• Advanced knowledge of the organization's processes, protocols, and procedures.
• Knowledge of federal regulations such as FERPA.
• Advanced knowledge of common organization-specific computer applications.
• Strong analytical/problem-solving skills.
• Political acumen and sensitivities to differing perspectives and political circumstances within the organization.
• Advanced service orientation.
• Strong communication skills, both verbal and written.
• Ability to multi-task with demanding timeframes and changing priorities.
• High level of confidentiality and discretion.
• Small to mid-level project management skills.