Executive Assistant

University-of-California,-Irvin; Irvine (CA); Hybrid; USD 79,000 - 100,000; Full time

Job summary

UC Irvine is seeking an experienced executive-level administrative professional to support the Senior Associate Vice Chancellor of Campus Operations and related leaders. You will ensure smooth office operations, manage complex calendars, coordinate meetings and events, and handle expense management and travel arrangements.

This role requires strong judgment, diplomacy, discretion, and the ability to multi-task in a fast-paced university environment.

Qualifications

• Thorough knowledge of Microsoft Office and collaboration tools; strong calendar and email management.
• Experience coordinating meetings, travel, and events in a complex environment.
• Ability to research, synthesize, and respond to diverse stakeholder requests with discretion.

Responsibilities

• Provide executive level administrative assistance and analysis for senior leaders.
• Manage complex calendars, meeting planning, expense management, and travel arrangements.
• Coordinate programs, events, and cross-unit initiatives across DFA and related offices.
• Research, evaluate, prioritize, and address faculty, staff, and student inquiries; support emergency and operational needs.

Skills

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

MS Teams

Zoom

Analytical skills

Communication skills

Diplomacy

Discretion

Education

Bachelor's degree or equivalent

Tools

Kuali Financial System

Job description

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide. To learn more about UC Irvine, visit www.uci.edu.

The Division of Finance and Administration (DFA) provides services and support to over 50,000 students, faculty, and staff, advancing UCI's mission of a brilliant future and its vision of becoming world-class campus partners. DFA serves the university as planning partners, problem solvers, and solution providers—striving to make it as easy as possible for the campus community to access the services they need, when they need them.

The Office of the CFO and Vice Chancellor's is proud to support both the campus and the University of California system as a whole. DFA is committed to continuous improvement, delivering increasingly efficient and high-quality service to its clients. Through campus-wide collaboration, DFA focuses on maintaining a safe and attractive environment for students, faculty, staff, and visitors; ensuring that buildings and infrastructure operate efficiently and are well maintained; and providing professional services in multiple administrative areas, including accounting, purchasing, risk management, safety, and transportation. Our goal is to drive measurable improvements in quality and productivity across the university while supporting UCI's strategic objectives.

Your Role on the Team

Provides executive level administrative assistance, support, and analysis on operations, programs, projects, and various initiatives for the Senior Associate Vice Chancellor of Campus Operations, Assistant Vice Chancellor of Budget Office and/or to the Senior Associate Vice Chancellor of DFA and Assistant Vice Chancellor of Capital Planning, as well as for their teams, as assigned. Ensures administrative processes and office operations are well coordinated and run smoothly in the respective executive’s offices, including management of complex calendars; the planning, preparation, expense management, and follow-up actions for various meetings and events; programmatic analysis for business operations and emergency responses; as well as general office support. These two positions will also provide back up administrative support for one another and for the executives across these groups. Is responsible for researching, evaluating, prioritizing, and addressing issues and requests from UC and UC Irvine faculty, staff, and students, and often involves the public such as distinguished guests, community partners, and various visitors, both internal and external to the division. Demonstrates good judgment, diplomacy, and discretion in selecting methods and techniques for responding to requests and in obtaining appropriate and timely solutions.

What It Takes to be Successful

Required:

• Thorough knowledge and proficiency utilizing Microsoft suite applications (Excel, Word, PowerPoint) and Outlook, MS Teams and Zoom.
• Solid analytical / problem-solving skills, including independently researching solutions and collaborating on implementation, where needed.
• Political acumen and diplomatic sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and various external constituencies.
• Strong service orientation
• Strong skills to communicate effectively and adjust messages appropriately for various levels of staff, faculty, students and external constituencies, both verbally and in writing, including calmly responding during emergency operations and escalated issues such as conflicts or protests.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes and frequent changes, and ability to respond swiftly to urgent requests.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification and seeking solutions.
• Demonstrated technical expertise effectively managing expense transaction controls (Kuali Financial System preferred) as well as handling travel and event coordination with frequent changes or adjustments.
• Demonstrated ability to effectively support multiple executives, juggle competing priorities, and manage ambiguity to take appropriate action.
• Strong skills in preparing agendas, tracking priorities and project status, preparing activity reports, and drafting
• Bachelor’s degree or equivalent training and/or experience in high-profile office environment.

Preferred:

• Familiarity with the Higher Education, UC or UCI’s processes, protocols and procedures.
• A minimum of 3 years of experience3 or more years providing administrative support to senior level executives in a complex business environment. Higher-education environment preferred

Special Conditions:

• Ability to work onsite each week with potential for 1 or more days remote
• Ability to work outside regular work hours, as needed

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

The expected pay range for this recruitment is $$79,200.00- $$100,000.00 ().

Conditions of Employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*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.

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Additional Conditions May Apply:

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Closing Statement

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy. We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at [phone] or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization