University of California Office of the President · 2 months ago
Assistant Secretary - Engagement and Operations
Oakland, CA
Full-time
Hybrid
Senior Level
$145K/yr - $163K/yr
5+ years expThe University of California Office of the President is seeking an Assistant Secretary for Engagement and Operations. This role is crucial in planning events, managing projects, and providing analytical, communications, and administrative support to the Board of Regents and the Secretary and Chief of Staff.
EducationHigher EducationProfessional Services
Responsibilities
Manages the coordination and logistical planning of meetings involving the Board of Regents, including committee and workgroup meetings, retreats, campus visits, legislative events, and community outreach, ensuring compliance with open meeting laws as they pertain to Regental quorums
Act as a communications liaison between Regents, campus leadership, senior administration, and legislative offices (UCOP, Chancellors, State Government Relations, and Principal Officers) in meeting and event preparation and planning, on behalf of the Secretary and Chief of Staff as requested. Oversee the management of schedules, in addition to meetings, events, and travel planning. Coordinates meeting materials and information from other departments and tracks to ensure completion with sufficient time for appropriate Regent(s) to review prior to meetings
Manages all event logistics, including venue selection, vendor coordination, ITS/AV coordination, guest communications, scheduling, protocol, and run-of-show documentation. Ensures events reflect the institution’s values, brand, and priorities, delivering a professional and engaging experience for all stakeholders. Oversee the planning and organizing of Regents dinners and campus visits, including Regental involvement in inaugural and commencement functions
Oversee office administrative operations for the Secretary and Chief of Staff during Regents’ Meetings, responding to inquiries and questions, as needed
Serve as the lead engagement and operations contact for the Office, managing a comprehensive strategy to elevate Regent visibility, foster engagement across the UC system, and align activities with Board priorities
Lead the identification and evaluation of University-led or affiliated events that present strategic opportunities for Regents to meet with students, faculty, staff, and stakeholders. Recommends and coordinates meaningful involvement for Regents—as keynote speakers, hosts, panelists, or honored guests—in events that reinforce their roles as stewards of the University. Manages the end-to-end invitation process for Regent participation, including prioritization, outreach, follow-up, and engagement planning
Develop and implement communication strategies to support the Office’s outreach objectives, including preparing executive-level correspondence, briefings, and messaging on behalf of the Secretary and Chief of Staff and Deputy Chief of Staff for Operations and Communications. Ensure consistent, high-quality communication that reflects UC's values and adheres to institutional policy
In conjunction with the Chief of Staff for Operations and Communications, develop and execute a social media strategy to drive website traffic; improve Regental engagement and connection with students, faculty, and other stakeholders; and communicate the public impact of the University
Communicate and coordinate regularly and effectively with personnel at the highest levels of the organization, including the Regents, President, Chancellors, Executive Vice Presidents, and other senior officers of the University and their staff. Facilitates effective and timely communication among these offices, maintaining professionalism, tact, and political sensitivity
Establish and maintain strong working relationships across UC executive offices and departments to support coordination, gather information, and resolve complex issues. Researches, analyzes, and synthesizes information to develop briefing materials, talking points, and reports for the Secretary and Chief of Staff. Ensures all written materials are accurate, well-formatted, and tailored for high-level executive audiences
Serve as lead staff on assigned special projects and initiatives within the Office of the Secretary and Chief of Staff to the Regents, reporting progress to the Deputy Chief of Staff for Operations and Communications. Provides collaborative leadership on special projects requiring facilitation and collaboration with representation across functions and locations
Analyze complex problems to be able to identify their root cause – including but not limited to the analysis of university policies, procedures, and practices – and develop actionable solutions. Assist, as needed, in the implementation and administration of these solutions
Manages the daily administrative operations of the Office, providing high-level administrative oversight under the direction of the Secretary and Chief of Staff and the Deputy Chief of Staff for Operations and Communications. Monitors key projects remaining informed on deadlines, and institutional activities to provide timely briefings and facilitate strategic scheduling for the Secretary and Chief of Staff. Responds to a wide range of inquiries on behalf of the Secretary and Chief of Staff, including sensitive or high-level matters requiring deep knowledge of UC institutional operations, governance processes, and procedures
Supervises the Executive Assistant, who is responsible for meeting the scheduling needs of the Regents, the Secretary & Chief of Staff, and the deputy chiefs of staff
Maintain the Regents website. Responsible for the content of all the web pages, including Regents Bylaws and Standing Orders, policies and biographical information. Responsible for timely posting of all notices and public background materials to the website, per law. Assure that all websites are kept current and accurate
Qualification
Required
Strong project management and organizational skills to prioritize and manage a heavy workload, as well as complete multiple, complex projects in an accurate and timely manner under the pressure of deadlines; ability to handle interruptions/changes without impact on productivity
Advising and counseling skills. Strong interpersonal skills include tact, diplomacy, adaptability, and recognizing politically sensitive situations
Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, meetings/events logistics (such as conference room and catering reservations, AV equipment, and other needs), and associated travel and/or hotel arrangements
At least five years of progressive and successful experience in an executive assistant role, preferably at UC, performing a range of administrative functions including complex scheduling, logistical arrangements in a high-profile environment; or an equivalent combination of education and experience
Excellent organizational skills and ability to prioritize work and complete assignments to meet strict deadlines
Strong verbal skills as demonstrated by the ability to gather and articulate ideas, thoughts, and information logically and sequentially. Active listening skills to ensure that important points are noted and clearly communicated
Excellent written and editorial skills as demonstrated by the ability to compose and/or draft, edit, and proofread sensitive materials according to specific formats and protocols. Ability to use clear and concise language when composing correspondence and other documents applying appropriate language, grammar, punctuation, and business style
Demonstrated experience projecting a professional and polished image that inspires confidence and trust; ability to maintain a high degree of discretion when working with confidential and sensitive information
Demonstrated ability to work independently and proactively to follow through on assignments and achieve results with minimal supervision; demonstrated ability and willingness to work collaboratively and cooperatively as part of a team
Meticulous attention to detail as demonstrated by regularly verifying work to ensure accuracy
Proficiency with PC; thorough knowledge of MS Office to create documents, tracking logs/databases, reports and presentations; proven experience with Adobe Acrobat Professional to convert documents; the Internet; electronic mail; and Outlook calendar
Bachelor's degree in related area and/or equivalent experience / training
Company
University of California Office of the President
The Office of the President is the system wide headquarters of the University of California, managing its fiscal and business operations, and supporting the academic and research missions across its campuses, labs and medical centers.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Cora Han
Chief Health Data Officer, UC Health
Recent News
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