Executive Assistant (Req. 29086)
Executive Assistant (Req. 29086)
Under primary direction of the Managing Director of Executive Education Programs (EE), provide administrative and analytical support to the Associate Dean and senior staff. Expertly manage and prioritize the flow of information, communications and demands on Associate Dean's time and resources from constituents and stakeholders within and outside the university. Create and maintain a complex schedule of meetings, conferences, client engagements for Associate Dean by prioritizing requests and dealing diplomatically and discretely with executives from the business, university, and non-profit communities. Make complex domestic and international travel arrangements and itineraries and create and submit expense and reimbursement reports. Act as office manager, responsible for professionally representing the Office of Executive Education Programs to clients, both in person and on the telephone, ordering supplies and maintaining inventory, maintaining office equipment, establishing external and internal meetings for large numbers of participants, and preparing correspondence and presentation materials. Work with customer and personal data and is expected to care for this information in a confidential manner.
Applicants must submit their qualifications via UCLA's Career Opportunities website at https://hr.mycareer.ucla.edu. Reference UCLA REQ. # 29086
The complete listing of qualifications is available on UCLA's official job posting.
- Demonstrated ability to master the tasks and challenges associated with senior-level administrative support, with previous experience working in a fast-paced, professional office environment.
- Demonstrated ability in executive-level scheduling, office organization and office management.
- Previous experience working with a wide variety of high-level executives, internally and externally, domestically and internationally.
- Ability to track expenses and adhere to budgets. Familiarity with accounting and financial processes and familiarity with the functional areas of business sufficient to carry out the duties required of this position.
- Management supervision skills, including: organizing work-flow to accomplish established objectives, training, evaluating subordinate effectiveness, delegating responsibility, administering necessary discipline. Ability to supervise part-time clerical staff, including temporary personnel, graduate students, undergraduate students, and others and to prepare and supervise a complicated employee work schedule. Skill in motivating others for the purpose of increasing productivity and efficiency.
- Strong proficiency using various hardware and software programs including Microsoft Office (Word, Excel, Powerpoint) email, electronic calendaring system, Internet (web searches), contact management software, and database (Salesforce platforms preferred), travel and entertainment reimbursement software (Express preferred), web conferencing platforms (Elluminate, Webex, Zoom) and online delivery platforms. Adobe Suite, including InDesign, Photoshop, Illustrator desirable.
- Ability to compose concise, logical and grammatically correct proposals, reports, and business correspondence following standard business formats. Demonstrated ability to edit and proofread for spelling, grammar, and punctuation.
- Excellent oral and written 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 establish and maintain effective working relationships with persons of various social, cultural, economic, and educational backgrounds to promote executive education. Good listening skills.
UCLA offers a comprehensive benefits package, including an average of three weeks' vacation per year; an average of 12 days per year sick leave; 13 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