Temporary Executive Assistant, Budget Office

University of California, Irvine•Irvine, CA

3d•Onsite

About The Position

This is a temporary employment recruitment reporting to the UCI Temporary Employment Services (TES) Department. The role involves managing complex calendars and scheduling high-priority meetings for executive-level leadership. Responsibilities include reviewing and routing official documents, taking meeting minutes, coordinating purchase requisitions, and facilitating travel arrangements. The position requires exceptional communication and organizational skills, advanced proficiency with office software and virtual meeting platforms, and the ability to handle sensitive information confidentially. Prior experience in higher education or the public sector is preferred.

Requirements

Proven experience supporting executive-level leadership in a fast-paced environment.
Exceptional written and verbal communication skills with strong attention to detail in editing and proofreading.
Advanced proficiency with digital calendaring software, office productivity tools (e.g., Microsoft Office, Google Workspace), and virtual meeting platforms.
Strong organizational and time-management abilities with a track record of handling sensitive information confidentially.
Ability to read, write, and follow written and oral instructions in English.
Must be able to provide proof of work authorization.

Nice To Haves

Prior administrative experience within a higher education institution or public sector organization.
Familiarity with institutional procurement systems and travel/expense processing software.
Demonstrated ability to manage conflicting priorities across multiple executive offices seamlessly.

Responsibilities

Manage complex calendars and schedule high-priority meetings for the Assistant Vice Chancellor and Senior Vice Chancellor.
Review, edit, and route official memos, documents, and approval requests for signature.
Take accurate meeting minutes, track action items, and maintain organized administrative records.
Coordinate purchase requisitions and facilitate travel arrangements, expense reports, and reimbursements.