Executive Assistant to the Dean, Claire Trevor School of the Arts

University of California, Irvine•Irvine, CA

6d•Onsite

About The Position

The Claire Trevor School of the Arts (UCI Arts) at the University of California, Irvine, is seeking an Executive Assistant to the Dean. This role provides comprehensive administrative leadership to the Dean’s Office, offering executive-level analytical and planning support. The Executive Assistant will manage the Dean's calendar, coordinate projects, advance strategic priorities, and handle internal and external communications. This position serves as a central resource for coordinating Dean's events and activities, including scheduling meetings, coordinating travel, processing payments, and supporting planning and events for the school. The role involves conducting complex administrative analyses, overseeing office operations, interacting with donors, faculty, staff, and community members, and managing research and operating accounts. The Executive Assistant must exercise discretion with confidential information and ensure timely project completion.

Requirements

Proven experience and professionalism in providing primary administrative support to high-level administrators.
Demonstrated organizational skills, ability, and experience to implement existing or develop new office operations.
Demonstrated ability and experience determining workload and setting priorities, taking into consideration multiple requests and deadlines and fluctuating priorities.
Knowledge of basic accounting principles and skill in financial tracking of accounts, including the development of financial reports and reconciling ledgers.
Skills and experience planning and coordinating logistics of fundraising or other special events, including developing and managing event budgets, creating event management timelines, interfacing directly with vendors and event participants, arranging travel compiling and preparing conference and event-related materials.
Interpersonal skills to establish and maintain cooperative working relationships with campus administrators, faculty, administrative and technical staff, students, and community members.
Written communication skills to compose and edit clear and appropriate business correspondence independently, using correct format, spelling, punctuation and grammar.
Verbal communication skills to communicate effectively with a diverse group of individuals in a diplomatic, tactful, and professional manner.
Ability to apply existing campus policies and administrative guidelines to resolve unusual administrative problems within the objectives of the Dean’s Office.
Ability to maintain utmost confidentiality and use discretion in handling sensitive issues of concern to the School and the University.
Ability to work occasional evenings and weekends as required.
Small to mid-level project management skills.
Bachelor's degree in related area and / or equivalent experience / training.
3-5 years providing executive-level administrative support to a high-level administrator.
Must be able to provide proof of work authorization.

Responsibilities

Provides comprehensive administrative leadership to the Dean’s Office.
Offers executive-level analytical and planning support.
Manages and coordinates the Dean's calendar.
Supports project management and the advancement of strategic priorities.
Handles internal and external communications.
Serves as a central resource for the coordination of all Dean’s events and activities.
Schedules and manages meeting logistics.
Coordinates all travel.
Processes payments/reimbursements.
Supports planning and events for the Claire Trevor School of the Arts.
Supports the dean with internal and external communications and the execution of key projects and strategic priorities.
Conducts complex administrative analyses requiring knowledge of University administrative organizations, procedures, and practices.
Assumes responsibility for large scale administrative and development projects and provides analysis of the results.
Oversees the management of files and implements office operating procedures.
Interacts directly with donors and prospective donors, faculty, staff, campus administration, and community members.
Takes initiative on projects and tasks.
Uses discretion with confidential information, and assures timely follow up and completion of projects.
Serves as the liaison between community members, UC Irvine officials, Museum Team, Development Team, and the CTSA staff.
Oversees and manages the School’s research accounts and the Dean’s Office operating accounts.
Provides general support for the Dean’s Office as assigned.