Temporary Executive Assistant, Budget Office

University of California - Irvine; Irvine (CA); On-site; USD 63,000 - 76,000; Full time

Job summary

University of California, Irvine is seeking a temporary Executive Assistant to support top leadership. The role focuses on managing calendars for senior executives, drafting and routing memos, and maintaining meticulous records.

It also involves coordinating travel, expenses, and procurement processes. The position requires exceptional communication, discretion, and proficiency with Microsoft Office, Google Workspace, and virtual meeting tools, with a strong emphasis on confidentiality and

Qualifications

• Proven experience supporting executive-level leadership in a fast-paced environment.
• Exceptional written and verbal communication skills with strong attention to detail in editing and proofreading.
• Advanced proficiency with digital calendaring software, office productivity tools (e.g., Microsoft Office, Google Workspace), and virtual meeting platforms.
• Strong organizational and time-management abilities with a track record of handling sensitive information confidentially.
• Ability to read, write, and follow written and oral instructions in English.

Responsibilities

• Manage complex calendars and schedule high-priority meetings for the Assistant Vice Chancellor and Senior Vice Chancellor.
• Review, edit, and route official memos, documents, and approval requests for signature.
• Take accurate meeting minutes, track action items, and maintain organized administrative records.
• Coordinate purchase requisitions and facilitate travel arrangements, expense reports, and reimbursements.

Skills

Executive support

Calendar management

Editing & proofreading

Verbal & written communication

Discretion & confidentiality

Tools

Microsoft Office

Google Workspace

Virtual meeting platforms

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.

Your Role on the Team

Job duties include, but are not limited to:

• Manage complex calendars and schedule high-priority meetings for the Assistant Vice Chancellor and Senior Vice Chancellor.
• Review, edit, and route official memos, documents, and approval requests for signature.
• Take accurate meeting minutes, track action items, and maintain organized administrative records.
• Coordinate purchase requisitions and facilitate travel arrangements, expense reports, and reimbursements.

What It Takes to be Successful

Required:

• Proven experience supporting executive-level leadership in a fast-paced environment.
• Exceptional written and verbal communication skills with strong attention to detail in editing and proofreading.
• Advanced proficiency with digital calendaring software, office productivity tools (e.g., Microsoft Office, Google Workspace), and virtual meeting platforms.
• Strong organizational and time-management abilities with a track record of handling sensitive information confidentially.
• Ability to read, write, and follow written and oral instructions in English.

Preferred:

• Prior administrative experience within a higher education institution or public sector organization.
• Familiarity with institutional procurement systems and travel/expense processing software.
• Demonstrated ability to manage conflicting priorities across multiple executive offices seamlessly.

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.

Pay Rate:$6,235.23/month (exempt).

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following 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.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

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

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

Temporary Employment

This is a temporary employment recruitment reporting to the UCI Temporary Employment Services (TES) Department. Interviewing and hiring is based on internal hiring needs and how well the candidate's experience matches the assignment requirements. Certain temporary assignments may require clearance of a health physical or require a valid California Driver's License for driving university vehicles.

The majority of our temporary positions are Monday - Friday, 8:00 a.m. - 5:00 p.m. We also have occasional part-time, weekend, and evening hours available, depending on the assignment. Comprehensive benefits options are also available for temporary employees, including paid vacation, holidays, and sick leave.

Please note that we recruit for this position on an ongoing basis to build a talent pool of potential candidates. When a position becomes available, we will review applicants at that time. Due to the volume of applications that we receive, only those candidates selected for interviews will be contacted.

Thank you for your interest in employment with UCI Temporary Employment Services.

Parking Information

All visitors, staff, and students are required to purchase parking permits to park on UCI property. If you plan to commute to work via your personal vehicle, I encourage you to review the parking requirements of your work location and parking rates on the UC Irvine Parking and Transportation website.

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