Executive Assistant to the Director of Athletics

UCLA•Los Angeles, CA

15h•Onsite

About The Position

The University of California, Los Angeles (UCLA) is accepting applications for the position of Executive Assistant to the Director of Athletics. This is a full-time, career position with a targeted annual salary range of $90,000.00 - $100,000.00 with full health benefits and membership in the UC Retirement Plan. The Executive Assistant manages the strategic operations of the Office of the Director of Athletics (“Director”), serving as a key operational partner and trusted resource to the Director. The position is responsible for managing projects and the internal operations of the Director’s Office, facilitating communication to and from the Office, and conducting analysis of complex issues to support the Director’s leadership and oversight of the department as a whole. The position strategically manages the Director’s time, priorities, and communication; ensures the Director is fully prepared for meetings, decisions, and critical engagements; coordinates the flow of information and follow-through across the department; and advances time-sensitive, cross-functional initiatives. Exercising a high degree of discretion and independent judgment, the position resolves matters within delegated authority, identifies issues requiring escalation, and serves as a key liaison to campus leaders, coaches, staff, student-athletes, donors, conference and NCAA representatives, and other external stakeholders. The position also provides comprehensive calendar management and administrative support to ensure the effective and efficient operation of the Director’s Office. All responsibilities are carried out in accordance with the policies and procedures of the department, University, State, Conference, and NCAA. The position serves as a member of the department’s Directors Group and performs other duties, special projects, and events as assigned by and in collaboration with the Athletics Executive Team.

Requirements

Education and experience equivalent to a Bachelor’s degree
At least five (5) years of progressively responsible administrative or executive-support experience
Experience supporting a senior executive in a complex, highly visible organization
Demonstrated experience managing complex calendars, travel, meetings, and competing priorities
Demonstrated ability to exercise sound judgement to handle sensitive and confidential information/material with discretion, including independent resolution, referral, and escalation
Advanced communication skills including verbal correspondence, executive writing, editing, briefing, and presentation skills
Strong, efficient communication skills to prepare written and verbal correspondence, forms and reports with speed and accuracy
Ability to work independently and follow through on assignments with minimal direction, making logical decisions based on department, University, state and Conference policies and procedures
Direct experience with oversight of complex budgets and ability to forecast and reconcile funds as needed
Knowledge of and commitment to complying with NCAA, Conference and University rules and regulations
Ability to establish and maintain cooperative working relationships with other staff members, subordinates, administrators, coaches, student-athletes, campus partners, donors, and vendors
Knowledge of general accounting principles and procurement guidelines of department and University
Ability to work with a variety of campus and department internal and office-related systems and policies, including payroll and accounting office guidelines
Proficiency in operating a PC, with working knowledge of Windows and Microsoft Office
Demonstrated ability to perform duties with accuracy, meet deadlines, prioritize assignments and work effectively under conditions of frequent interruptions and fluctuating workload
Knowledge of Conference and NCAA rules and regulations

Nice To Haves

Preferred experience showing progressively increasing growth in athletics administration
Preferred proficiency in Teamworks

Responsibilities

Manages the strategic operations of the Office of the Director of Athletics.
Serves as a key operational partner and trusted resource to the Director.
Manages projects and the internal operations of the Director’s Office.
Facilitates communication to and from the Office.
Conducts analysis of complex issues to support the Director’s leadership and oversight of the department.
Strategically manages the Director’s time, priorities, and communication.
Ensures the Director is fully prepared for meetings, decisions, and critical engagements.
Coordinates the flow of information and follow-through across the department.
Advances time-sensitive, cross-functional initiatives.
Resolves matters within delegated authority, identifies issues requiring escalation.
Serves as a key liaison to campus leaders, coaches, staff, student-athletes, donors, conference and NCAA representatives, and other external stakeholders.
Provides comprehensive calendar management and administrative support.
Performs other duties, special projects, and events as assigned by and in collaboration with the Athletics Executive Team.