Temporary Executive Administrative Coordinator

University of California, Irvine•Irvine, CA

9h•$31 - $37

About The Position

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide. To learn more about UC Irvine, visit www.uci.edu. Your Role on the Team Duties include, but are not limited to: Provide comprehensive executive administrative support, including managing complex calendars, coordinating high-level meetings/events, handling travel, purchasing, reimbursements, and monitoring office-wide inboxes. Independently manage small- to medium-scale administrative and analytical projects, prepare briefing materials, talking points, reports, and confidential documents for executive leadership. Coordinate logistics for meetings, conferences, and special events, including facilities, vendors, caterers, and onsite support; manage conference room calendars and reservations. Serve as a trusted liaison to faculty, staff, donors, invited guests, and university VIPs, handling sensitive communications with discretion and diplomacy; act as backup to the Vice Chancellor’s Executive Assistant as needed. What It Takes to be Successful Required: Demonstrated experience providing high-level administrative or executive support in a complex organization, handling confidential and sensitive matters with discretion. Strong organizational and multitasking skills with the ability to independently prioritize competing demands and meet tight deadlines. Proven ability to draft, edit, and prepare professional documents, reports, presentations, and briefing materials. Excellent interpersonal and communication skills, with the ability to work effectively with senior leadership and external stakeholders. Ability to read, write, and follow written and oral instructions in English. Preferred: Experience supporting executive leadership in higher education, healthcare, or similarly complex institutional environments. Comfort working with donors, high-profile guests, and VIPs in formal and high-visibility settings. Experience coordinating events, committees, or cross-functional initiatives, including analytical or policy-related projects. Familiarity with developing efficient administrative systems for tracking initiatives, communications, and assignments. Total Rewards In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits. $31.47/hour - $37.38/hour Conditions of Employment: The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment: Background Check and Live Scan Employment Misconduct Legal Right to work in the United States Vaccination Policies Smoking and Tobacco Policy Drug Free Environment Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer. The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements. California Child Abuse and Neglect Reporting Act E-Verify Pre-Placement Health Evaluation Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php TEMPORARY EMPLOYMENT This is a temporary employment recruitment reporting to the UCI Temporary Employment Services (TES) Department. Interviewing and hiring is based on internal hiring needs and how well the candidate's experience matches the assignment requirements. Certain temporary assignments may require clearance of a health physical or require a valid California Driver’s License for driving university vehicles. The majority of our temporary positions are Monday – Friday, 8:00 a.m. – 5:00 p.m. We also have occasional part-time, weekend, and evening hours available, depending on the assignment. Comprehensive benefits options are also available for temporary employees, including paid vacation, holidays, and sick leave. Please note that we recruit for this position on an on-going basis to build a talent pool of potential candidates. When a position becomes available, we will review applicants at that time. Due to the volume of applications that we receive, only those candidates selected for interviews will be contacted. Thank you for your interest in employment with UCI Temporary Employment Services. PARKING INFORMATION All visitors, staff, and students are required to purchase parking permits to park on UCI property. If you plan to commute to work via your personal vehicle, I encourage you to review the parking requirements of your work location and parking rates on the UC Irvine Parking and Transportation website Closing Statement: The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy. We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or [email protected]. Consideration for Work Authorization Sponsorship Must be able to provide proof of work authorization

Requirements

Demonstrated experience providing high-level administrative or executive support in a complex organization, handling confidential and sensitive matters with discretion.
Strong organizational and multitasking skills with the ability to independently prioritize competing demands and meet tight deadlines.
Proven ability to draft, edit, and prepare professional documents, reports, presentations, and briefing materials.
Excellent interpersonal and communication skills, with the ability to work effectively with senior leadership and external stakeholders.
Ability to read, write, and follow written and oral instructions in English.

Nice To Haves

Experience supporting executive leadership in higher education, healthcare, or similarly complex institutional environments.
Comfort working with donors, high-profile guests, and VIPs in formal and high-visibility settings.
Experience coordinating events, committees, or cross-functional initiatives, including analytical or policy-related projects.
Familiarity with developing efficient administrative systems for tracking initiatives, communications, and assignments.

Responsibilities

Provide comprehensive executive administrative support, including managing complex calendars, coordinating high-level meetings/events, handling travel, purchasing, reimbursements, and monitoring office-wide inboxes.
Independently manage small- to medium-scale administrative and analytical projects, prepare briefing materials, talking points, reports, and confidential documents for executive leadership.
Coordinate logistics for meetings, conferences, and special events, including facilities, vendors, caterers, and onsite support; manage conference room calendars and reservations.
Serve as a trusted liaison to faculty, staff, donors, invited guests, and university VIPs, handling sensitive communications with discretion and diplomacy; act as backup to the Vice Chancellor’s Executive Assistant as needed.