Executive Assistant

University of California, Irvine•Irvine, CA

11d•Hybrid

About The Position

The Division of Finance and Administration (DFA) at UC Irvine provides essential services and support to over 50,000 students, faculty, and staff, contributing to UCI's mission and vision. DFA acts as planning partners, problem solvers, and solution providers, aiming to simplify access to necessary services for the campus community. The Office of the CFO and Vice Chancellor's supports both the campus and the wider University of California system. DFA is dedicated to continuous improvement, delivering efficient and high-quality services. Through collaboration, DFA focuses on maintaining a safe and attractive environment, ensuring efficient building and infrastructure operations, and providing professional services in areas such as accounting, purchasing, risk management, safety, and transportation. Their goal is to drive measurable improvements in quality and productivity while supporting UCI's strategic objectives.

Requirements

Thorough knowledge and proficiency utilizing Microsoft suite applications (Excel, Word, PowerPoint) and Outlook, MS Teams and Zoom.
Solid analytical / problem-solving skills, including independently researching solutions and collaborating on implementation, where needed.
Political acumen and diplomatic sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and various external constituencies.
Strong service orientation
Strong skills to communicate effectively and adjust messages appropriately for various levels of staff, faculty, students and external constituencies, both verbally and in writing, including calmly responding during emergency operations and escalated issues such as conflicts or protests.
Advising and counseling skills.
Ability to multi-task with demanding timeframes and frequent changes, and ability to respond swiftly to urgent requests.
Ability to use high-level discretion and maintain a high level of confidentiality.
Solid skills in problem identification and seeking solutions.
Demonstrated technical expertise effectively managing expense transaction controls (Kuali Financial System preferred) as well as handling travel and event coordination with frequent changes or adjustments.
Demonstrated ability to effectively support multiple executives, juggle competing priorities, and manage ambiguity to take appropriate action.
Strong skills in preparing agendas, tracking priorities and project status, preparing activity reports, and drafting.
Bachelor’s degree or equivalent training and/or experience in high-profile office environment.
Must be able to provide proof of work authorization

Nice To Haves

Familiarity with the Higher Education, UC or UCI’s processes, protocols and procedures.
A minimum of 3 years of experience3 or more years providing administrative support to senior level executives in a complex business environment. Higher-education environment preferred

Responsibilities

Provides executive level administrative assistance, support, and analysis on operations, programs, projects, and various initiatives for the Senior Associate Vice Chancellor of Campus Operations, Assistant Vice Chancellor of Budget Office and/or to the Senior Associate Vice Chancellor of DFA and Assistant Vice Chancellor of Capital Planning, as well as for their teams, as assigned.
Ensures administrative processes and office operations are well coordinated and run smoothly in the respective executive’s offices, including management of complex calendars; the planning, preparation, expense management, and follow-up actions for various meetings and events; programmatic analysis for business operations and emergency responses; as well as general office support.
Provides back up administrative support for one another and for the executives across these groups.
Is responsible for researching, evaluating, prioritizing, and addressing issues and requests from UC and UC Irvine faculty, staff, and students, and often involves the public such as distinguished guests, community partners, and various visitors, both internal and external to the division.
Demonstrates good judgment, diplomacy, and discretion in selecting methods and techniques for responding to requests and in obtaining appropriate and timely solutions.