Senior Executive Assistant to the Associate Vice Chancellor

UC San Diego; San Diego (CA); On-site; USD 82,000 - 120,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Vacation time

Holidays

Work/Life balance

UC Retirement Plan

Pet insurance

Job summary

UC San Diego is seeking an Executive Assistant to support the Associate Vice Chancellor for Global Initiatives, ArtsConnect, and Campus Activation. The role manages complex calendars, coordinates meetings and events, drafts communications, and ensures confidential handling of sensitive information.

The successful candidate will liaise with campus leadership, external partners, visiting artists, and dignitaries, and will drive administrative processes across the portfolio with independent

Qualifications

• Bachelor's degree in related area and / or equivalent experience / training. Master's degree preferred.
• Extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, public relations, development, special projects and community relations in a fast-paced environment.
• Solid analytical / problem-solving skills. Demonstrated experience analyzing and identifying problems, independently resolving discrepancies with ability to recommend solutions, contributing effectively to support organizational objectives.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Excellent interpersonal, written and oral communication skills, including maturity, diplomacy, tact, confidentiality.
• Proven ability to interact and communicate effectively and professionally with diverse clientele, including prominent social and business figures, international visitors and dignitaries, elected officials, campus and systemwide administrators, faculty, staff and students.
• Strong service orientation. Strong demonstrated experience with providing a full range of high-level independent administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize functions with a high degree of accuracy and attention to detail.
• Demonstrated strong computer skills including proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat, and calendaring.
• Proven experience with successful event planning and management of special events. Proven skills to handle logistics of a wide variety of special events including meetings, lectures, seminars, and workshops.
• Familiarity with the organization's processes, protocols and procedures. Knowledge of the principles of higher education and of an academic institution's organizational structure and function.
• 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.
• Thorough knowledge of common organization-specific and other computer application programs.
• Ability to multi-task with demanding timeframes.
• Knowledge of federal regulations such as FERPA. or regulations pertaining to foreign travel and visa requirements for the SDII, Director and foreign visitors.
• Solid skills in problem identification.
• Advising and counseling skills.

Responsibilities

• Provide executive administrative support to the Associate Vice Chancellor for Global Initiatives, ArtsConnect, and Campus Activation.
• Manage complex calendars, travel arrangements, and communications with high-level stakeholders.
• Coordinate administrative operations and executive-level activities across portfolio units.
• Prepare executive briefing materials and background documents; draft communications and outreach materials.
• Coordinate high-level engagements involving university leadership, global partners, visiting artists, and dignitaries.
• Oversee administrative coordination across ArtsConnect and Campus Activation programs and units.

Skills

Calendar management

Travel arrangements

Public relations

Communication

Confidentiality

Interpersonal skills

Multitasking

Problem solving

Diplomacy

Discretion

Education

Bachelor's degree

Master's degree (preferred)

Tools

MS Office Suite

Adobe Acrobat

Job description

UC San Diego is seeking an Executive Assistant to support the Associate Vice Chancellor for Global Initiatives, ArtsConnect, and Campus Activation. The role manages complex calendars, coordinates meetings and events, drafts communications, and ensures confidential handling of sensitive information.

The successful candidate will liaise with campus leadership, external partners, visiting artists, and dignitaries, and will drive administrative processes across the portfolio with independent