Executive Assistant & Special Projects - 132189

The Executive Assistant provides comprehensive administrative support to the Executive Directors of both the Stuart Collection and the Campus Performances and Events Office (CPEO), as well as to the broader needs of the Stuart Collection. Acts as the Executive Director's primary designee for various duties requiring confidentiality, discretion, tact, diplomacy, sound judgment, efficiency, analytical skills, and decision-making abilities.

Under the general supervision of the Executive Director of the Stuart Collection, provides administrative support and serves as the primary coordinator for special projects for Stuart Collection & CPEO. Responsibilities include managing complex calendaring activities, scheduling and coordinating logistics of meetings and special events, which may include travel arrangements, reconciliations, and reimbursements for the Stuart Collection & CPEO. Provides decision support related to the planning and implementation of meetings and special events. This includes managing a high volume of communications and information related to ad hoc meetings and committees. Requires independent judgment to determine the best resources and most effective mechanisms to resolve administrative and operational problems.

General responsibilities encompass establishing office procedures, performing clerical and administrative services, monitoring purchases, managing reimbursement paperwork, supporting budget activities, maintaining confidential records, conducting research, and preparing confidential letters, reports, and memoranda.

Incumbent supports the Executive Director with the Stuart Collection, the Strauss Meta Gallery and special projects as needed. Involves acting as a liaison with internal and external stakeholders, including artists, donors, collaborators, and partners.

Act as the primary contact for the Stuart Collection customers in-person, online, and by phone, maintaining effective working relationships with campus departments. This support requires the ability to identify, analyze, and resolve problems independently, including determining which departments must be involved, communicating problems clearly, and coordinating the efforts of the departments involved. Experience in a fast-paced, dynamic environment is essential, along with the ability to respond to its demands in a composed, flexible, and professional manner. Interacts with all levels of the organization, serving as a liaison between the Student Life Business office, the Campus Performance Events Office, and all entities across UC San Diego, within the UC system, alumni, volunteers, donors, and outside organizations.

This role demands the ability to pivot among various tasks, superior organizational, interpersonal, and oral/written communication skills, and the ability to maintain confidentiality and exercise good judgment. The Executive Assistant must be a team player in a fast-paced office environment, demonstrating a high degree of integrity and dependability.

• Demonstrated experience (minimum of 2 years) providing full range executive administrative support with proven skill managing complex calendars, making travel arrangements; planning, preparing and coordinating meetings and related logistics.

• Proven knowledge and experience of the unique administrative and operational needs of the arts and cultural sector.

• Ability to conduct research and analyze various documents with objective of obtaining data, as well as historical information to compile reports or on-going projects.

• Experience with digital editing (Adobe Acrobat and Photoshop) of manuals, newsletters, marketing materials with ability to compile data and manipulate graphics; including charts and presentations.

• Experience arranging travel, including making arrangements for transportation and lodging, preparing itineraries, processing expense reimbursement and purchase orders.

• Must possess advanced proficiency in use of computer applications such as: Google Docs, Word, Excel, Entourage (email), Outlook (calendaring), SharePoint, Internet & databases.

• Superior interpersonal skills including courtesy, professionalism and cooperative attitude. Demonstrated experience in communicating effectively in person, on the telephone, and in writing to a diverse population. Must be able to establish and maintain good working relationships with people and organizations, both within and without the university community.

• Working knowledge of financial accounting and ability to review budgets and track expenditures. Experience with a wide variety of travel-related administrative activities, tracking systems for meeting expenses, and tracking of persons and materials in transit.

• Productivity and project management skills and knowledge of project tracking software for planning, executing, and organizing projects.

• Demonstrated high level of professionalism in providing administrative assistance for a department that includes many units and works with a number of campus departments in a fast-paced environment. Includes the ability to identify, analyze and resolve problems independently, including the skills and abilities to determine the units and departments that must be involved and to coordinate their efforts.

• Must be able to show judgment in an office that is frequently confronted with emergencies, many interruptions, and changing needs, and then use that judgment in determining the essence of potential problems so as to develop information quickly which can be used by the director and/or associate director.

• Must be able to maintain confidentiality of information and materials.

• Demonstrated proactive approach to problem-solving with strong decision-making skills.

• Must be able to occasionally work overtime.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.

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