Executive Assistant
The University of California, San Diego
About this position
Position Description
Reporting to the Associate Vice Chancellor, the Executive Assistant provides executive administrative support, analysis, project coordination, and operational support for the Associate Vice Chancellor’s expanded portfolio encompassing Global Initiatives, ArtsConnect, and Campus Activation. The incumbent provides primary executive support to the Associate Vice Chancellor, managing complex daily and long-range priorities, correspondence, communications, executive commitments, and highly confidential and sensitive matters. The incumbent exercises a high degree of independent judgment in evaluating competing priorities, coordinating activities across multiple functional areas, and developing and maintaining administrative systems that facilitate the timely flow of information, projects, decisions, and communications across the portfolio. The incumbent coordinates administrative operations and executive-level activities across Global Initiatives, ArtsConnect, and Campus Activation, serving as a principal administrative liaison between the Associate Vice Chancellor and portfolio leadership, campus executives, faculty, external partners, visiting artists and dignitaries, and other key stakeholders. The incumbent independently tracks significant portfolio initiatives, commitments, milestones, and executive action items; identifies matters requiring executive attention; facilitates follow-through on decisions; and coordinates information and activities among units to support portfolio-wide priorities. The incumbent manages coordination of campus-wide and portfolio-level meetings, initiatives, and special projects; develops executive briefing and background materials; independently authors communications and outreach materials; and coordinates high-level engagements involving university leadership, global partners, visiting artists, and other external stakeholders. The incumbent also provides administrative coordination across ArtsConnect and Campus Activation functional areas and programs, including The Depot, Welcome Center, Craft & Glass Centers, EFA, University Centers, Strauss, and other units and initiatives assigned to the Associate Vice Chancellor’s portfolio. ~ Cover letter required for a complete application.
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.