Executive Assistant - 137929

Under the general supervision of the Associate Vice Chancellor-Finance and Administration, provides executive level support to the Finance and Administration unit of the Office of the EVC, which requires tact, diplomacy and discretion on a wide variety of complex issues of a highly sensitive and confidential nature. Performs administrative support duties including managing multiple complex calendars, developing and maintaining a system for handling pending action items or ongoing projects, arranging meetings and travel, and drafting and editing correspondence for senior managers and the Executive Vice Chancellor.

Responsible for supporting communications, work projects and programs related to resource administration. Collects information and produces reports to be used in resource analysis and allocations. Supports administration of EVCAA and Finance and Administration committees, as well as VC-wide functional unit groups. Provides consultative, analytical and programmatic support for the VC-wide human resources and capital functions.

• Extensive experience in assisting high-level leadership with complex and confidential calendaring, public relations, development, and community relations in a fast paced environment.

• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. Ability to use high-level discretion and maintain a high level of confidentiality.

• Solid analytical / problem-solving skills. Analytical skills to research problems, identify and communicate issues, evaluate options, consider consequences, and recommend solutions. Demonstrated ability to gather, organize and report various types of data from disparate sources.

• Strong service orientation. Demonstrated strong work ethic to be responsible, accountable, and independently able to provide follow-up, complete tasks, anticipate needs and meet deadlines in a professional manner with accuracy, on time, and without reminders from others.

• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Demonstrated outstanding interpersonal skills, including tact, diplomacy, and flexibility. Ability to interact with individuals at all levels within and outside the University to promote positive working relationships and to achieve the organization's goals and objectives.

• Ability to multi-task with demanding timeframes. Motivated self-starter, with the ability to take initiative and function well in the absence of close supervision. Ability to make decisions independently and anticipate the needs of the office. Strong originality and creativity to anticipate and plan for new or changing workloads, to recommend new administrative approaches to support AVC-RA's objectives, to suggest or carry out special projects, draft procedures concerned with professional projects and to resolve problems.

• Thorough knowledge of common organization-specific and other computer application programs. Demonstrated experience and skill using business application software, including electronic calendars, e-mail, spreadsheets, word processing, database, presentation and web-based applications. Must have ability and willingness to adapt to evolving processes and technologies to meet the direction of the unit, division, Vice Chancellor area, and campus.

• Proven experience with successful event planning and organization of special events, including familiarity with general accepted practices of the industry. Proven skills to handle logistics for a wide variety of special events.

• Ability to work with attention to detail and to prepare/review large volumes of paperwork rapidly and accurately. Demonstrated ability to compile statistics/data and to create formats appropriate for presentation.

• Demonstrated effective organization and project management skills. Ability to concentrate on the accuracy and detail of conceptual and quantitative aspects of projects.

• Job offer is contingent on clear Background Check.

• This position is designated "Confidential" within the meaning of the Higher Education Employer- Employee Relations Act.

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For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace