Executive Assistant to the Vice Provost for Teaching and Learning

The Regents of the University of California on behalf of their Los Angeles Campus; California; Hybrid; USD 70,000 - 92,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

The Regents of the University of California on behalf of their Los Angeles Campus is seeking an Executive Assistant to the Vice Provost for Teaching and Learning to provide high‑level support for teaching excellence, curricular innovation, and faculty development at UCLA. The role acts as a central coordinator for the VPTL office, managing calendars, correspondence, travel, and sensitive communications.

The position demands independent judgment, strong organizational skills, and the ability to

Qualifications

• Minimum of 3 years of work experience in higher education with progressive responsibility in administrative support and coordination.
• Ability to research, analyze, compile, and present information clearly; exercise independent judgment.
• Analytical skills to evaluate information, identify problems, and propose solutions; manage a complex digital filing system.
• Writing skills to compose and edit correspondence and emails with correct grammar and punctuation.
• Proficiency with Microsoft Office Suite, Adobe; familiarity with Slack, Box, Google Workspace and various web tools.
• Ability to communicate effectively and diplomatically with diverse stakeholders.
• Ability to handle confidential information and schedule meetings efficiently.
• Experience with financial mainframe systems (preferred).
• Ability to work independently and in a team; manage interruptions and switching tasks.
• Experience with online etiquette in remote meetings.

Responsibilities

• Coordinate complex scheduling and travel arrangements for leadership and senior staff.
• Prepare executive correspondence and manage confidential communications.
• Support committees and special projects with organization and follow-up.
• Liaise with campus leadership, deans, faculty, staff and external partners.
• Assist with retreats, conferences, awards, and reporting tasks.
• Coordinate financial transactions with TLC finance team (purchasing, reimbursements).

Skills

Administrative support

Research and analysis

Writing and editing

Calendar management

Confidentiality

AI tools

MS Office

Adobe

Slack

Google Workspace

Diplomatic communication

Education

Bachelor's Degree

Tools

Box

BruinBuy

PAC/P-card

Express Travel

Online Financial Systems

Job description

Department Summary

The Teaching and Learning Center (TLC) supports UCLA's community of educators in engaging in inclusive and research-based teaching practices in support of diverse learners, advancing instructional innovation and pedagogical research, and celebrating teaching excellence. To realize this mission, the TLC collaborates with instructors, leadership, and various campus partners to champion visionary ideas and forward-thinking initiatives that transform and elevate the teaching enterprise.

Position Summary

Join UCLA’s Teaching and Learning Center in a high-impact executive support role that advances teaching excellence and innovation across one of the nation’s leading public universities.

The Executive Assistant to the Vice Provost for Teaching and Learning serves as a trusted strategic and administrative partner to the Vice Provost for Teaching and Learning (VPTL), providing high-level executive support that helps drive initiatives in teaching excellence, curricular innovation, instructional technology, and faculty development across UCLA. This role also provides supplemental support to members of the senior leadership team, including associate vice provost(s), special assistant(s), and executive director(s), and contributes to the success of key committees and working groups.

Serving as a central point of coordination for the VPTL office, the incumbent manages complex scheduling, executive correspondence, confidential communications, travel logistics, reimbursements, and daily office operations. The role functions as a key liaison with campus leadership, including vice provosts, deans, vice chancellors, faculty, staff, students, and external partners, and ensures timely, accurate, and professional communication across a wide range of stakeholders.

In this fast-paced and intellectually dynamic environment, the Executive Assistant independently prioritizes and triages incoming communications, exercising sound judgment to determine urgency, sensitivity, and appropriate routing or response. The incumbent synthesizes information, tracks action items, and ensures timely follow-up on leadership priorities and strategic initiatives.

This position plays an essential role in organizing the day-to-day operations of leadership within the Teaching and Learning Center and affiliated units, including overseeing reception functions, managing calendars, coordinating meetings, and serving as a first point of contact for inquiries. The role also supports retreats, conferences, awards, honoraria, proposal and progress reporting, and other special projects requiring exceptional organization, discretion, and follow-through.

As directed, the incumbent coordinates financial transactions in partnership with the TLC finance team, including purchasing and travel reimbursements.

Success in this role requires strong initiative, analytical thinking, facilitation skills, and the ability to work independently while collaborating effectively across a complex organization. Regular attendance, punctuality, and a high level of professionalism are essential.

This is an outstanding opportunity for a highly organized professional who thrives in higher education, enjoys working with senior leaders and diverse campus constituencies, and is passionate about supporting UCLA’s teaching and learning mission.

This position is eligible for a hybrid work arrangement. The position also requires the ability to work on campus with a minimum of four (4) days per week on site.

Salary & Compensation

• UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• Minimum of 3 Years of Experience Minimum of 3 years of work experience in higher education with progressive responsibility in administrative support and coordination. (Required)
• Ability to research, analyze, compile, and present information in a clear and concise manner; ability to exercise independent judgment and initiative in performing work assignments. (Required)
• Analytical skills to evaluate information, identify problems, and suggest solutions and methods of implementation; skill in implementing, organising, and maintaining a complex digital filing system. (Required)
• Writing skills to compose and edit correspondence and electronic mail using correct grammar, spelling, and punctuation; excellent typing and word processing skills. (Required)
• Demonstrated skill in the use of computers, software (e.g., Microsoft Office Suite, Adobe), various web tools (e.g., Slack, Box, Google Workspace), e‑mail (e.g., Outlook), and AI tools (e.g., Other AI meeting note taker, Google Gemini, ChatGPT, etc.) to acquire, assemble, format, and manipulate information. (Required)
• Ability to communicate effectively and diplomatically with faculty, staff, students, University administrators, donors, political and community leaders, and public; skill in interacting with persons of various social, cultural, economic, and educational backgrounds. (Required)
• Ability to deal tactfully with documents and matters of a sensitive and confidential nature; demonstrated ability in arranging meetings and scheduling appointments using a computer calendar program. (Required)
• Working knowledge of or ability to learn financial mainframe systems such Online Financial Systems Reports, Express Travel and Purchasing Accounts Payable BruinBuy Plus/PAC/P-card System. (Preferred)
• Strong team orientation and demonstrated ability to be flexible and work as part of a collaborative academic environment; skill in working as part of a team and collaborating with colleagues. (Preferred)
• Ability to work independently, demonstrating self-initiative and complete assignments with minimal direction; ability to work with frequent interruptions, or to shift from one task to another without loss of efficiency. (Required)
• Demonstrated skill in applying online etiquette essential to engaging effectively and professionally with supervisors, colleagues, and clients in remote meetings using videoconference technology (e.g., video camera on, mute when not speaking, enabling chat for discussion, etc.) (Required)
• Ability to work on campus 4 days per week with the potential for a hybrid schedule. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree Bachelor's degree in related area and/or equivalent experience/training. (Preferred)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Schedule

8:00 a.m. to 5:00 p.m.

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Executive%20Assistant%203%20CX%20(41053728)