Executive Administrative Assistant

UCLA Strategic Communications (StratComm) brings UCLA's mission and values to life by inspiring positive action as UCLA's lead storytellers, reflecting the multifaceted diversity of our university and surrounding communities. Demonstrating and reinforcing the university's commitment to equity, diversity and inclusion (EDI) in all creative work is central to StratComm's success. We believe a workplace culture that values EDI practices is essential to building strong teams, which translates to robust ideas, strategies and creative content that resonate with UCLA's diverse audiences.
Reporting directly to both the Chief of Staff and Director of Strategic Insights and indirectly to the CAO/CFO of Strategic Communications, the Executive Administrative Assistant provides high level administrative and operational support to the Chief of Staff and the Director of Strategic Insights and their respective teams. The incumbent manages the daily workflow, complex calendar and travel schedule for both supervisors; schedules regular meetings with campus partners, administrators, senior staff and external vendors; coordinates the day-to-day operational support of the teams; manages logistics and schedule meetings and events, coordinates travel arrangements and reimbursements; provides phone assistance; composes, edits and routes correspondence and meeting summaries; collaborates with functional teams to coordinate communications and marketing efforts, prepares presentation materials and agendas; and coordinates meeting logistics such as campus parking, invitations, catering and nametags. This position also processes travel and entertainment reimbursements and provides backup support for other Administrative Assistants, if out and financial duties including processing of purchase orders; contributes to the purchasing and stocking of office supplies and equipment; maintains files and databases; analyzes information and data for a variety of reports and proposals; maintains relationships with important external constituencies, administrators, faculty, staff and students. Duties are performed onsite during normal office working hours and the incumbent maintains consistent and punctual attendance. Working hours may include weekends, evenings and holidays and light travel.
Percentage of Time:
100
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
20
Records
Qualifications
Required/Preferred
1. Minimum of 5 years' experience in Executive Administrative management and/or providing support to an executive level administrator.
Required
2. Outstanding organizational and analytical skills to manage multiple projects and perform efficiently and courteously in a fast-paced environment with conflicting priorities and frequent distractions and interruptions. Ability to remain calm during urgent or emergency situations and demonstrate logical thinking.
Required
3. Outstanding written communication skills, specifically writing skills to compose a variety of documents (correspondence, narrative/statistical/analytical reports, policies, procedures, project and grant proposals, and job descriptions) that are logical, concise and grammatically correct. Editing skills to review and correct correspondence and reports for grammar, spelling, syntax and content.
Required
4. Demonstrated sound judgment and ability to work independently and set priorities and maintain them while coping with a fluctuating workload and completing requirements.
Required
5. Excellent communication and interpersonal skills and ability to build cooperative, effective relationships with administrators, faculty and members of the academic community, staff, as well as donors and international visitors.
Required
6. Demonstrated financial management skills necessary to plan, prepare, analyze, and monitor a departmental budget, project costs, and track expenditures and ability to manage fiscal and staff resources to meet operational needs. Working knowledge of basic accounting and financial record keeping principles and practices. Ability to read and understand computer-generated ledger sheets, estimate and monitor monthly expenditures, and to manage operations within allocated budget. Skill in computing and performing arithmetic calculations to compile budgetary and statistical information.
Required
7. Working knowledge of PC hardware and demonstrated ability to work in a networked environment. Working knowledge of Microsoft Office software, including Word, Excel, Outlook and PowerPoint.
Required
8. Ability to gather and analyze data and prepare concise, logical reports.
Required
9. Attention to detail, demonstrated capacity for carrying out tasks in an accurate manner, and ability to check own work for accuracy.
Required
10. 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 the University. Commitment to diversity.
Required
11. Ability to handle sensitive situations with discretion and to maintain confidentiality.
Required
12. Skill in working with individuals to exchange information accurately and tactfully.
Required
13. Skill in recognizing, defining, and analyzing problems, situations, or procedures to define objectives and implement action plans, recommendations, and solutions.
Required
14. Ability to follow directions from supervisors and to provide clear directions to staff and student employees.
Required
15. Ability to get to work reliably and on time and to be present in the workplace during normal working hours. Ability and willingness to work some evenings and weekends.
Required
16. Ability to initiate and maintain cooperative working relationships with co- workers, supervisors and managers. Ability to work harmoniously and as a team player, thrive in a team-based environment, and skill in fostering teamwork among others.
Required
17. Skill in supervising student employees, including hiring, orienting, training, organizing workflow, monitoring and evaluating performance, and coaching and counseling when necessary.
Required
18. Ability to lift and carry up to 25 lbs. Ability to kneel, climb stairs and ladders,
push, balance, stoop, crouch and reach.
Required
19. Knowledge of University structure and organization, policies and procedures, and staff.
Preferred
20. Working knowledge of UC and UCLA policies and procedures, particularly in areas of financial management, human resources, contract and grant administration, budget, accounting, purchasing, fellowship administration, and conference and event planning.
Preferred
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
03-17-2024
External Posting Date: