Executive Administrative Assistant
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POST DATE 1/16/2020
END DATE 1/31/2020
University of California - Los Angeles
Los Angeles, CA
JOB DESCRIPTIONJOB SUMMARY
Executive Administrative Assistant
$23.04 - $45.54 hourly
Department Website URL:
Job Summary Statement:
UCLA Strategic Communications increases awareness, understanding and support of UCLA's vision, mission, and accomplishments among its many constituencies. A major focus of this department is the formulation and implementation of strategic communications initiatives, plans and events.
Reporting directly to the Chief Creative Officer and indirectly to the CAO/CFO of Strategic Communications, the Executive Administrative Assistant provides high level administrative and operational support to the Chief Creative Officer and the Marketing and Special Events department. The incumbent manages the Chief Creative Officer's daily workflow, complex calendar and travel schedule; schedules regular meetings with campus partners, administrators, senior staff and external vendors; coordinates the day-to-day operational support of the office; manages logistics and schedule meetings and events, coordinates travel arrangements and reimbursements; provides phone assistance; composes, edits and routes correspondence and meeting summaries; collaborate with functional teams to coordinate Marketing efforts, prepares presentation materials and agendas; coordinates meeting logistics such as campus parking, invitations, catering and nametags. Processes travel and entertainment reimbursements and provides backup support for financial duties including processing of purchase orders; contributes to the purchasing and stocking of office supplies and equipment; maintains files and databases; analyzes information and data for a variety of reports and proposals; maintains relationships with important external constituencies, administrators, faculty, staff, and students; composes, edits, and routes correspondence and meeting summaries. Duties are performed onsite during normal office working hours and the incumbent maintains consistent and punctual attendance. Working hours may include weekends, evenings and holidays and light travel.
Percentage of Time:
QUALIFICATIONS FOR POSITION
1. Minimum of 5 years' experience in executive administrative management and/or providing support to an executive level administrator.
2. Outstanding organizational and analytical skills to manage multiple projects and perform efficiently and courteously in a fast-paced environment with conflicting priorities and frequent distractions and interruptions. Ability to remain calm during urgent or emergency situations and demonstrate logical thinking.
3. Outstanding written communication skills, specifically writing skills to compose a variety of documents (correspondence, narrative/statistical/analytical reports, policies, procedures, project and grant proposals, and job descriptions) that are logical, concise, and grammatically correct. Editing skills to review and correct correspondence and reports for grammar, spelling, syntax, and content.
4. Demonstrated sound judgment and ability to work independently and set priorities and maintain them while coping with a fluctuating workload and completing requirements.
5. Excellent communication and interpersonal skills and ability to build cooperative, effective relationships with administrators, faculty and members of the academic community, high-level staff, library employees as well as donors and international visitors.
6. Demonstrated financial management skills necessary to plan, prepare, analyze, and monitor a departmental budget, project costs, and track expenditures and ability to manage fiscal and staff resources to meet operational needs. Working knowledge of basic accounting and financial recordkeeping principles and practices. Ability to read and understand computer-generated ledger sheets, estimate and monitor monthly expenditures, and to manage operations within allocated budget. Skill in computing and performing arithmetic calculations to compile budgetary and statistical information.
7. Working knowledge of PC hardware and demonstrated ability to work in a networked environment. Working knowledge of Microsoft Office software, including Word, Excel, Outlook, and PowerPoint.
8. Ability to gather and analyze data and prepare concise, logical reports.
9. Attention to detail, demonstrated capacity for carrying out tasks in an accurate manner, and ability to check own work for accuracy.
10. Ability to interact diplomatically with, and provide smooth interface among, persons from a variety of social, cultural, and economic backgrounds in a high volume, continuous public contact setting to create and increase positive attitudes toward the University. Commitment to diversity.
11. Ability to handle sensitive situations with discretion and to maintain confidentiality.
12. Skill in working with individuals to exchange information accurately and tactfully.
13. Skill in recognizing, defining, and analyzing problems, situations, or procedures to define objectives and implement action plans, recommendations, and solutions.
14. Ability to follow directions from supervisors and to provide clear directions to staff and student employees.
15. Ability to get to work reliably and on time and to be present in the workplace during normal working hours. Ability and willingness to work some evenings and weekends.
16. Ability to initiate and maintain cooperative working relationships with co-workers, supervisors, and managers. Ability to work harmoniously and as a team player, thrive in a team-based environment, and skill in fostering teamwork among others.
17. Skill in supervising student employees, including hiring, orienting, training, organizing workflow, monitoring and evaluating performance, and coaching and counseling when necessary.
18. Ability to lift and carry up to 25 lbs. Ability to kneel, climb stairs and ladders, push, balance, stoop, crouch, and reach.
19. Knowledge of University structure and organization, policies and procedures, and staff.
The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination policy. UC Nondiscrimination & Affirmative Action Policy http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf
Please be advised that the final candidate recommended for hire into a critical (or otherwise designated) position will be required to successfully complete a background investigation. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
UCLA is a Tobacco-Free environment. For more information, please view the policy at Tobacco-Free Campus Policy https://ccle.ucla.edu/course/view/UCLA_tobacco_free_task_force