Executive Assistant to the Vice Provost of Graduate Education/Dean of the Graduate Division

University of California, Irvine•Irvine, CA

8d•Onsite

About The Position

UC Irvine is a top-ranked public university known for its academic achievement and research. The UCI Graduate Division provides leadership on all graduate education matters, working with academic units to ensure scholars can learn, teach, and conduct research. The division aims to enhance the educational experience by engaging in matters related to graduate student life, including academic progress, fellowships, funding, diversity, employment, and professional development. The Graduate Division also collaborates with other UC system Graduate Divisions to maintain high-quality educational experiences and promote graduate education. Under the general direction of the Vice Provost/Dean, the Executive Assistant will provide executive, administrative, and high-level analytical support. This role ensures administrative processes and office operations run smoothly, acting as the primary contact and liaison for the Vice Provost/Dean with various stakeholders. The Executive Assistant will anticipate needs, manage complex calendaring, develop efficient information management systems, and handle confidential information with discretion.

Requirements

Familiarity with the organization's processes, protocols and procedures to develop and create presentations and materials for meetings.
Thorough knowledge of common organization-specific and other computer application programs such as Microsoft Office and the Adobe suite of applications; including word processing, spreadsheet, database, presentation, calendar management, email communication.
Ability to operate office equipment such as copier and fax machines.
Solid analytical / problem-solving skills.
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.
Strong service orientation.
Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students, and external constituencies, both verbally and in writing.
Excellent writing, editing and proofreading skills to compose letters, memoranda, reports, and other documents with proper grammar, spelling and punctuation.
Ability to multi-task with demanding timeframes, multiple deadlines, and competing priorities.
Ability to use high-level discretion and maintain a high level of confidentiality.
Solid skills in problem identification.
Bachelor's degree in related area and / or equivalent experience / training.
3-5 years prior administrative support experience.
Must be able to provide proof of work authorization.

Nice To Haves

Familiarity with UCI administrative organization and leadership.
Demonstrated experience with UC/UCI on-line systems including Kuali Financial System (KFS) and WordPress for website updates.
Experience using social media.

Responsibilities

Provide executive, administrative, and high-level analytical support to the Vice Provost/Dean.
Ensure administrative processes and office operations run smoothly.
Serve as the primary contact and liaison for all interactions involving the Vice Provost/Dean.
Anticipate the daily and long-range activities and needs of the Vice Provost/Dean.
Manage complex calendaring and scheduling.
Develop and maintain efficient systems for managing information, projects, and communications.
Use discretion with confidential information and ensure timely follow-up and completion of tasks and projects.