EXECUTIVE ASSISTANT TO THE SYSTEMWIDE CONTROLLER

About the Role

Under general supervision, the Executive Assistant provides administrative and special project support to the Associate Vice President, Systemwide Controller and her Chief of Staff. Responsibilities include, but are not limited to, management of complex schedules/calendars and correspondence, meeting coordination, travel and event planning, coordination of communications and pertinent data among the executive's subordinate management staff, report generation, and file management. Additionally, as a backup for the Administrative Officer, the Executive Assistant coordinates with the procurement and budget offices, and processes payments/invoices. Other duties include performing and/or overseeing special projects or assignments that are highly sensitive or complex in nature. These activities require a high level of independence and initiative in execution and implementation to support the Associate Vice President, Systemwide Controller and Chief of Staff. The successful candidate demonstrates good judgment in selecting methods and techniques for obtaining solutions to challenging situations on a regular basis. The Executive Assistant must act independently with a high degree of professionalism, tact, and discretion in handling confidential sensitive matters.

Key Responsibilities

• 60% – Function as the gatekeeper, understanding the requirements of the AVP Systemwide Controller and her Chief of Staff, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Screen and field incoming calls, selected email, and correspondence, including highly confidential or strategic matters. Independently assign responsibility for action to appropriate department staff where it is determined the AVP Systemwide Controller or Chief of Staff wish to delegate. Advise AVP Systemwide Controller of daily calendar and provide appropriate background information. Regularly interact with high level officials internal and external to UC about topics of a sensitive nature, requiring discretion and diplomacy. Research, compile and summarize issues, policies and topics; provide background information, talking points and briefing materials for the AVP Systemwide Controller. Brief department leaders on deadlines and the status of pending issues. Prepare confidential reports or other responses to urgent or recurring requests on behalf of the AVP Systemwide Controller. Prepare correspondence, briefing notes, meeting materials, presentations and agendas in draft and/or final form following standard business format. Make travel arrangements, coordinate logistical needs and prepare detailed itineraries for the AVP Systemwide Controller and Chief of Staff. Prepare expense reports on behalf of the AVP Systemwide Controller, her Chief of Staff, and others as needed.
• 15% – Independently conduct the administrative support activities of the UC Controller department. Coordinate on-site and off-site meetings involving multiple parties including site selection, food, lodging, conference calls, and web-conferencing. Assume responsibilities for department onboarding and recognition programs. Manage distribution lists and provide administrative support in the creation and maintenance of electronic and paper source files and other documents.
• 15% – Participate in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Independently lead special projects as warranted. Review written work for format, completeness, and accuracy, assuring adherence to UC protocol and policy. Coordinate the AVP Systemwide Controller's wet signatures where required, or alternatively electronic signature on a variety of documents via use of DocuSign or other similar tools. Assist the AVP Systemwide Controller in organized tracking and maintaining any paper and electronic documents.
• 10% – Serve as back-up to the Administrative Officer in all matters of importance to the department (travel for departmental leadership, coordinating meetings for departmental leadership, supply and other purchasing, external invoices/payments, and internal financial transfers).

Experience Required

• Min 5 years including a minimum of 3 years of progressive experience or combination of education and progressive experience in an executive assistant role.

Skills and Abilities Required

• Demonstrated experience performing a range of administrative functions including complex scheduling, logistical arrangements, writing, drafting, editing, and formatting correspondence, presentations, and other materials.
• Organizational skills to prioritize and manage a heavy workload, as well as complete multiple, complex projects in an accurate and timely manner under pressure of deadlines; ability to handle interruptions/changes without impact on productivity.
• Proficiency with PC; thorough knowledge of MS Office (Word, Excel, Outlook and PowerPoint), DocuSign and Adobe Acrobat Professional.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization.
• Strong service orientation.
• Demonstrated experience independently leading work efforts.
• Energetic self-starter who likes to do what it takes to get the job done.
• Excellent oral and written communication skills. Communicate effectively with all levels of staff, faculty, students and external constituencies, both verbally and in writing.
• Solid analytical / problem-solving skills.
• Meticulous attention to detail.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Highly developed organizational skills.
• Experience with invoicing, payables and budget reconciliation.

Preferred Qualifications

• Excellent interpersonal skills and public service orientation including tact, poise, and diplomacy to establish and maintain positive working relationships with management and staff in a large multifaceted organization.
• Experience with Concur expense management system.
• Interest in finance and accounting or general business background; experience working in a high profile, highly collaborative environment.
• Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, meetings/events logistics, and associated travel and/or hotel arrangements.
• Familiarity with the Office of the President processes, protocols, and procedures.

Education Required

Bachelor's degree in related area and / or equivalent experience / training.

Special Conditions

• This position has been approved for a hybrid work arrangement. The person hired must report to work on-site at UC's Office of the President (UCOP) located in Oakland, CA, on Tuesdays and Wednesdays, subject to change.
• The person hired will be required to reside in the State of California.

Salary and Benefits

Salary Grade STEPS Payscale: $37.80 - $55.07/hour, commensurate with experience.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging.