Executive Assistant (Req. 26704)

Location
UCLA, Los Angeles
Posted
Sep 14, 2017
Ref
26704
Institution Type
Four-Year Institution

Under primary direction of the Deputy Executive Director of Executive Education Programs (EEP), act as primary office receptionist and provide administrative support to the Assistant Dean and selected senior staff.  Professionally represent the Office of Executive Education Programs to clients, both in person and on the telephone by responding to client inquiries; create and maintain expense and reimbursement reports; establish external and internal meetings for large numbers of participants.  Manage the EEP front desk and processes incoming mail, facsimiles and general office e-mails.  Prepare correspondence and presentation materials and order and maintain office supplies and equipment inventory.  Maintain a busy calendar for Assistant Dean and prioritize requests and deals diplomatically and discretely with high-level members of the business, university, and non-profit communities.  Work with customer and personal data and is expected to care for this information in a confidential manner.

Application Instructions

Applicants must submit their qualifications via UCLA's Career Opportunities website at https://hr.mycareer.ucla.edu  Reference position #26704.     AA/EEO

Direct URL Link:  http://ucla.in/2eWxcGG

The complete listing of qualifications is available on UCLA's official job posting.

Required:

  • Previous experience working in a fast-paced, professional environment, answering busy multi-line phones.
  • Previous experience working with high-level executives.
  • Ability to track expenses and adhere to budgets.
  • Demonstrated proficiency with office and computer hardware and software, including typewriter, multi-line telephone, photocopier, fax, Internet, and laminator, Word, Excel, PowerPoint, email, Netscape, electronic calendaring system, and contact management software (ACT preferred), travel and entertainment reimbursement software (Express preferred), and registration database (Peopleware or Flatbridge preferred).
  • Skill in writing routine business correspondence using correct English grammar, spelling, and punctuation to compose, proofread, and edit concise, logical and grammatically documents.
  • Excellent communications skills to clearly and diplomatically to convey information to a diverse clientele either by telephone or in person using proper English grammar and to interact effectively with persons of various social, cultural, economic, and educational backgrounds to promote executive education.
  • Skill in working as part of a team and collaborating with colleagues.
  • Ability to prepare correspondence, forms, and program materials with speed and accuracy using typing skills and legible handwriting.
  • Ability to work evenings and weekends, both at the University and remote locations.
  • Knowledge of purchasing practices sufficient to deal with vendors.
  • Excellent organizational skills and superior attention to detail, to organize material, information, and people in a systematic way to optimize efficiency and minimize duplication effort.
  • Skill in prioritizing assignments to complete work in a timely manner when faced with competing requests, changes in assignments and heavy workload.
  • Skill in working independently with minimal direction, with the ability to make independent judgments and/or decisions and to discern when action of a higher level is required.
  • Proactive attitude, with the drive to initiate projects and new processes.
  • Demonstrated telemarketing skills in an executive environment.
  • Ability to professionally represent EE and the University, and attend offsite programs and client meetings at local, out-of-state, and international locations.
  • Skill to establish and maintain alpha, numeric and other types of filing systems to organize documents for easy access.
  • Ability to identify confidential and sensitive information and handle with tact and discretion. All files, records, customer data, documents, blueprints, information, letters, notes, and similar items relating to the business of the UCLA, whether prepared by the Executive Assistant or otherwise coming into his/her possession, shall remain the exclusive property of UCLA. The Executive Assistant shall not retain any copies of the foregoing without UCLA's prior written permission.

Preferred:

  • Knowledge of Executive Education Programs, training, and professional development.
  • Knowledge of UCLA department policies, procedures, and forms.
  • Creative marketing and problem solving skills.
  • Knowledge of UCLA accounting processes and procedures for University travel office, Anderson Business Office and Express Accounting System to complete accounting and payment paperwork and check ensure payment.

Benefits

UCLA offers a comprehensive benefits package, including an average of three weeks' vacation per year; an average of 12 days per year sick leave; 12 paid holidays per year; health, dental and optical benefits; life insurance; disability insurance; the University of California Retirement Plan with 5 year vesting and various voluntary UC Savings Plans. There are also special programs and privileges available, such as accessibility to cultural and recreational programs, athletic events, and the University Credit Union.

The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination policy - http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct