As UCLA's Executive Assistant to the Vice Chancellor, External Affairs Office, you will join a highly constituent-focused team in a collaborative, complex environment where you where you can bring your abilities to prioritize with sophistication and tact and seamlessly adapt while maintaining forward movement of all team responsibilities. UCLA's External Affairs division encompasses Advancement Services, Alumni Affairs, Employee and Organizational Engagement, Development and Government and Community Relations. In this role, you will be an integral member of our team ensuring effective operation of the Division and campus as a whole. As Executive Assistant, you will provide outstanding customer service to all UCLA constituencies as part of advancing the fundraising and advocacy strategies with the campus' lead donors and volunteers. Using your exceptional interpersonal and communication skills, you will deliver the highest level of attention to matters of our office and will provide executive-level support to our staff and constituents. You will manage daily and long-term activities of the Vice Chancellor's office, which include coordinating a heavy flow of incoming and outgoing communication, managing administrative planning and providing executive-level calendar management. You will conduct research, analysis and deliver follow-up on a variety of action items and meeting deliverables and will do a significant amount of writing as part of your overall responsibilities.
As our Executive Assistant, you will support budget operations by managing financial transactions and processing expenses. You will respond to activities, issues and initiatives with a sense of urgency that requires creative action, often outside standard workday hours ? including technology and videoconferencing troubleshooting. This is a unique opportunity where you will have the ability to develop and maintain positive working relationships with the highest level of donors, academics, executives, and public officials to reach our common goals. Your duties will be carried out at the highest level of the institution, requiring close coordination with the offices of the Chancellor, the Executive Vice Chancellor and Provost, vice chancellors, associate and assistant vice chancellors, academic deans, and with volunteer leaders & their offices. You will have significant contact with all areas of the campus, and will support with facilitation of Chancellor & EVCP constituent engagement protocol. In addition, you will liaise with the UC Office of the President and other UC campuses as well as multiple areas of California state government. You will receive the resources to excel and will be offered long-term opportunities for personal and professional development as part of a robust External Affairs enterprise serving UCLA.
**Please note, the responsibilities of this position will require the Executive Assistant to work on-site approximately three to four days per week.**
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
16
Records
Qualifications
Required/Preferred
1. Must have three or more years of experience in a development office or related fast-paced and complex client/constituent driven work environment such as sales, marketing or business development.
Required
2. Demonstrated excellent customer service and interpersonal skills, demonstrated ability to work effectively and build cooperative, effective relationships with diverse audiences and high-level internal and external constituents and leadership.
Required
3. Demonstrated high-level skill in managing complex and changing calendars and schedules. Strong prior experience in meeting and event planning with the ability to quickly and efficiently pivot and prioritize executive activity to meet urgent requests and shifting priorities.
Required
4. Demonstrated ability to exercise integrity, initiative and resourcefulness in solving problems and making effectively timely decisions.
Required
5. Ability to work independently with strong organizational, planning and logistical management skills for an executive environment, including the ability to anticipate needs and outcomes.
Required
6. Ability to interact diplomatically with and provide smooth interface among persons from a variety of social, cultural and economic backgrounds in a high-volume, continuous public contact setting to create and increase positive attitudes toward External Affairs and University.
Required
7. Skill in working with individuals to exchange information accurately and tactfully and handling sensitive situations with discretion while maintaining confidentiality with internal and external constituents.
Required
8. Superior, demonstrated verbal and written communication and interpersonal skills; strong ability to read correspondence, reports and other communications in a critical and analytical manner, to respond appropriately in a sensitive executive environment.
Required
9. Ability to simultaneously manage multiple projects and tasks of varying degrees of complexity; demonstrated reliability, timeliness, speed, efficiency and responsiveness in approaching daily tasks and projects with minimal direction and meeting deadlines.
Required
10. A strong strategic orientation, commitment to excellence, and attention to detail. Ability to handle all information with sensitivity, discretion and solid judgment.
Required
11. Demonstrated analytical and research experience, ability to write for the full range of administrative functions including management and policy analysis and represent results using a variety of software formats.
Required
12. Proficiency in Microsoft suite of applications including Microsoft Word, Excel, Outlook and PowerPoint as well as skill in using other presentation software ability to learn new technologies & databases in a prompt and efficient manner.
Required
13. Proficiency in videoconferencing software, Zoom ? and ability to utilize new & emerging technologies to streamline office communications and processes. Proficiency navigating troubleshooting IoS (Apple) technologies, ability to provide technological support to Vice Chancellor as needed.
Required
14. Proficiency in executive travel and expense management. Proven ability in using University electronic systems for travel arrangement, reporting, reimbursement and ordering supplies
Required
15. Ability to work flexible hours, evenings, and weekends as needed.
Required
16. Understanding of the purpose and structure of External Affairs, the mission and goals of each of its divisions, and the ability to remain current on all varieties of campus activities and happenings. Knowledge of fundraising and stewardship practices is preferred.
Preferred
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
02-15-2023
External Posting Date: