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University of California Office of the President · 1 day ago

EXECUTIVE ASSISTANT TO THE EVP AND PROVOST

Oakland, CA

Full-time

Hybrid

Mid, Senior Level

$120K/yr - $140K/yr

5+ years exp

The University of California Office of the President is a leading institution dedicated to excellence in teaching, research, and public service. The Executive Assistant will provide administrative support to the Executive Vice President for Academic Affairs and Provost, managing communications, scheduling, and overseeing the office's operations.

EducationHigher EducationProfessional Services

Responsibilities

Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses

Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices

Functions as the gatekeeper, understanding the requirements of the EVP/P, in order to prioritize issues according to urgency and allocate time accordingly

Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy

Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the EVP/P, including those highly sensitive in nature

Screens and manages all incoming e-mail and correspondence, including highly confidential matters, and independently assigns responsibility for action to appropriate divisional staff

Expedites workflow through the Immediate Office and proactively follows-up on assignments in a timely manner

Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries

Provides background information, talking points and briefing materials for the EVP/P

Prepares correspondence, meeting materials and agendas in draft and/or final form following standard business format

Prepares responses to urgent divisional requests on behalf of the executive, and independently investigate issues and problems

Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues

Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system

Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings

Independently serves as the chief resource person to staff in determining the priorities, as well as procedures and regulations in preparation of outgoing correspondence

Ensures that written work is formatted correctly, is complete and accurate, and adheres to UC protocol and policy, and that proper attachments and supplementary materials accompany items for review and signature

Independently oversees the administrative support activities of the Immediate Office of the EVP/P, Academic Affairs, including managing the EVP/P’s demanding schedule, complex calendar and meeting/travel planning

Independently exercises sound judgment in setting EVP/P’s priorities; assesses the importance and urgency of ad hoc meeting requests based on who the key players are, the meeting location, and in some cases the nature of the meeting, and determine whether or not they can be accommodated as requested

Coordinates all scheduling and resolves conflicts with executive/administrative support staff of other UC executives system-wide

Stays abreast of ongoing activities and projects in order to participate in the appropriate scheduling of such activities, such as briefings, planning sessions, workshops, conferences, etc

Coordinates travel and meeting arrangements and conference calls involving multiple parties

Coordinates logistical needs and preparation of detailed itineraries including, but not limited to: airline/airport information, rental car arrangements, hotel information, meeting times, who meetings are with, meeting location, parking instructions, lunch and/or dinner arrangements, directions/maps to hotels, social events, and any other information that may be required

Compiles and organizes relevant background materials from a variety of sources and/or speaking notes; performs subject matter research for Immediate Office, most of which is of a confidential and sensitive nature, and prepare detailed summaries, as directed, for the EVP/P and own use in preparing a variety of letters and documents

Assures that full preparation of materials is accomplished prior to the EVP/P’s meetings with The Regents, Chancellors, senior administrators, faculty, government and international officials, and members of the community

Directs daily administrative operations for the EVP/P’s Immediate Office

Recruits, hires, and manages support staff as assigned by EVP/P

Evaluates administrative efficiency of Immediate Office; develops, proposes and implements new/enhanced internal operational procedures to successfully manage EVP/P’s time and maintain smooth flow of operations

Recommends ideas, develops, and implements procedures to better streamline various meeting planning activities with competing priorities

Maintains complex working files and have the ability to access tracking system of all correspondence for the Immediate Office

Perform special projects and/or other duties as assigned

Qualification

Executive Assistant experienceComplex schedulingLogistical arrangementsAnalytical skillsMS Office proficiencyWritten communicationInterpersonal skillsProject managementPublic service orientationRecord managementDiscretionAttention to detail

Required

Bachelor's degree and a minimum of five years progressive and successful experience in an executive assistant role, preferably at UC, performing a range of administrative functions including complex scheduling, logistical arrangements, writing, drafting, editing, and formatting correspondence, presentations, and other materials in a high-profile environment; or an equivalent combination of education and experience

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

Demonstrated ability to quickly acquire in-depth understanding of UCOP and Academic Affairs programs, goals and objectives, including internal practices and procedures within the Immediate Office, as well as considerable knowledge of the EVP's method of operation

Demonstrated ability to acquire general knowledge of the organizational structure of UCOP Divisions, UC (campuses, medical centers, and national labs), and the general types of concerns each Academic Affairs department is responsible for handling in order to correctly field incoming calls from various constituent groups, especially from those external to UC

Strong analytical and research skills as demonstrated by the ability to focus on key issues, gather and integrate information from a variety of sources and through appropriate consultation with a wide variety of constituents; determine appropriate course of action based on established guidelines or precedents; and consider/recommend alternatives

Demonstrated ability to interpret, compile, and sensitize data and materials to present a comprehensive and organized package

Strong verbal skills as demonstrated by the ability to gather and articulate ideas, thoughts, information in a logical manner and sequence

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 a large volume of sensitive materials according to specific formats and protocols

Ability to use clear and concise expression in composing correspondence and other documents applying appropriate language, grammar, punctuation, and business style

Excellent interpersonal skills and public service orientation; political acumen and sensitivity to differing perspectives and political circumstances; ability to establish and maintain positive working relationships with management and staff in a large multifaceted organization

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

Strong project management and organizational skills to prioritize and manage a heavy workload of the EVP/P's immediate office, 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

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

Proven skill in establishing and maintaining accurate and orderly electronic and paper record management systems

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

Demonstrated ability to consistently adhere to assigned work schedule, and to work in excess of standard work schedules to ensure full administrative support for the EVP/P

Preferred

Prior executive administrative support experience at one of the UC campuses

Supervisory experience preferred

Ability to use a high level of discretion and maintain all confidentiality

Company

University of California Office of the President

Glassdoor3.8

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.

Oakland, California, USA

1001-5000 employees