Executive Assistant

UC Davis Continuing and Professional Education; Davis (CA); Hybrid; USD 74,211 - 112,481; Full time

Benefits offered by this job

Medical plans

Retirement plans

Paid time off

CE allowance

Job summary

UC Davis Continuing and Professional Education (CPE) seeks an Executive Assistant to the Dean to provide high-level administrative and analytical support to the Dean and Senior Leadership Team. You will manage complex calendars, coordinate large meetings, and support special projects, MOUs, and international agreements.

You will also oversee divisional events, travel, and communications while fostering an inclusive environment with diverse stakeholders.

Qualifications

• Bachelor's degree in related area or equivalent experience.
• Experience providing executive level support in a complex, fast-paced office.
• Experience managing dynamic calendars and coordinating large meetings and events.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and Outlook/Teams/Zoom/Webex.
• Diplomacy and discretion handling sensitive situations with diverse stakeholders.
• Excellent organizational and project management skills with the ability to prioritize multiple tasks.

Responsibilities

• Provide high level executive assistance to the Dean and Senior Leadership Team.
• Coordinate calendars and arrange complex meetings and events.
• Support special projects, MOUs and international agreements with analysis and communication.
• Manage travel arrangements and events, including town halls and divisional ceremonies.
• Assist with Dean's internal/external communications, policy matters and outreach.
• Oversee multiple divisional events and maintain records for executive leadership.

Skills

Executive support

Calendar management

Microsoft Office

Outlook

Teams

Zoom/Webex

Education

Bachelor's degree

Tools

AggieTravel

AggieBuy

PrePurchasing

Ceremonies & Events Mgmt System (CEMS)

Job description

Under general supervision of the Chief Operations & People Officer (COPO), provide high level executive assistance and analytical support to the Dean and the Senior Leadership Team across the major scope of their responsibilities. Work closely with senior university administrators, campus departments, advisory boards, community leaders, governmental officials, and various campus committees to coordinate complex calendars and meeting arrangements. Provide analytical and communication support for special projects and initiatives. Maintain various records and documents for executive leadership, including MOUs and international agreements. Provide project management on matters that are sensitive or complex in nature and require a high level of analytical skill, independence, and initiative in execution and implementation. Assist with managing the Dean’s communication, including consulting with the Dean on internal and external administrative and policy matters requiring action to facilitate their execution for resolution. Manage and coordinate special projects of the Dean’s Office. Manage and execute a host of divisional events and ceremonies, including town halls and the annual division meeting. Coordinate travel and entertainment. Support academic program, course, and instructor/MOU approvals.

As the Executive Assistant to the Dean, the role is a main divisional resource contact and will be pivotal in supporting and advancing a welcoming atmosphere for all staff, ensuring that the Dean’s office reflects commitment to an inclusive environment, and that the work promotes equity within our institution. This position will work closely with diverse stakeholders, including students, faculty, staff, and external partners, to support the Dean’s vision of an inclusive community. The role will also involve managing events, communications and activities that highlight community building and staff support efforts in creating a culture where everyone can thrive.

Minimum Qualifications:

• Bachelor's degree in related area and / or equivalent experience/ training.
• Experience providing executive level support in a complex, high-level, and fast-paced executive office with competing demands.
• Experience with managing dynamic calendars and scheduling and coordinating large, complex meetings and special events.
• Experience using various computer platforms and programs, such as Microsoft Office, including Word, Excel and PowerPoint but specifically Outlook mail and calendar, Teams, virtual meeting room platforms (Zoom, Teams, Webex, etc.), and upskilling to learn new technology/tools, as needed.
• Political acumen to handle sensitive or difficult situations diplomatically; to represent high-level executives with discretion; and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives. Professional judgment to analyze, identify and communicate critical and crisis matters to high-level professionals timely; diffusing early and effectively.
• Exceptional organizational and project management skills, with the ability to prioritize and manage multiple tasks simultaneously.
• High-level writing, editing and proofreading skills with strict attention to grammar, spelling, and punctuation to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office.
• Analytical and evaluative skills to research and assess data, identify problems, and recommend/implement course of action in addressing a variety of complex issues.
• Teamwork, interpersonal and communication skills to facilitate positive interactions and workflow with executive-level offices and staff within the colleges, university and system.

Preferred Qualifications

• Experience with UC Davis software systems such as AggieTravel, AggieBuy, PrePurchasing and Ceremonies and Events Management System (CEMS).
• Knowledge of the relative roles of faculty, staff and administrators, and the protocols for communications and interactions between these parties in the university environment.
• Knowledge of University of California and UC Davis campus policies and procedures.

Key Responsibilities

• 65% - Executive Support
• 35% - Analysis, Projects and Commitees

Department Overview

UC Davis Continuing and Professional Education (CPE) is the lifelong learning arm of the university. The division maintains the most diverse portfolio on the campus, with programs spanning pre-college, professional continuing education, workforce development, international academic and cultural exchange, and training services for corporate and agency partners. As a global leader in continuing education, CPE serves learners regionally, nationally and globally, and posts more than 55K enrollments annually making it the third largest UC Extension by enrollment. Beyond its community-facing role, CPE serves as the internal hub for online education in support of other academic units on the campus. CPE employs approximately 180 employees and draws on the expertise of approximately 1,700 instructors.

POSITION INFORMATION

• Salary or Pay Range: $74211.86 - $112481.40
• Salary Frequency:
• Salary Grade: STEPS
• UC Job Title: EXEC AST 3 CX
• UC Job Code: 004702
• Number of Positions: 1
• Percentage of Time: 100
• Shift (Work Schedule): Standard, Monday-Friday
• Location: International Center (INTLCTR)
• Benefits Eligible:
• This position is hybrid (mix of on-site and remote work)

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility by visiting UCnet Benefits Page or Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees.

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for dental and vision coverage for you and your family
• Retirement plans for eligible employees including Pension and other Retirement Saving Plans
• Supplemental insurance offered including additional life, short/long term disability, pet insurance, legal coverage, accident, critical illness and hospital indemnity
• Pregnancy and Parental Leave, Family & Medical Leave, Adoption Assistance and Pay for Family Care and Bonding for eligible employees
• Lactation Support Program and Family Care discounts and resources
• Employee Well-being resources and programming to support thriving in all aspects of employee’s lives
• On-site Employee Assistance Program including access to free mental health services
• Generous amount of paid Holidays annually as outlined in the UC Policies or Collective Bargaining Agreements
• Paid Time Off/Vacation/Sick Time as outlined in the UC Policies or Collective Bargaining Agreements
• Continuing Education (CE) allowance and Staff Education Reimbursement Program for eligible employees
• Access to free professional development courses and learning opportunities for personal and professional growth
• Public Service Loan Forgiveness (PSLF) Qualified Employer and Student Loan Debt Counseling Program for eligible employees
• UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.
• Occasional evenings to meet business needs. This role will need to be on-site when the Dean is, making this a 4-5 day onsite requirement with time split between International Center (Davis, CA) and Aggie Square (Sacramento, CA) based on the Dean's schedule.

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment. To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks
• Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.