Organizational Area: External Affairs - State Government Relations
Location: Sacramento, CA
Posting Salary: Salary commensurate with experience.
Position Summary: The Executive Assistant holds a key position in the immediate office of the Associate Vice President/Director, State Governmental Relations and reports directly to the Associate Vice President. The Division of External Relations & Communications (ER&C) is responsible for working with external constituencies through its programs in media relations and public affairs. The office of State Governmental Relations (SGR) is the University's principal representative to State government. The Executive Assistant provides confidential executive administrative support to the Associate VP/Director (AVP/D) and the ADSPO. S/he serves as liaison and facilitates communication between the AVP/D, ADSPO and staff, other senior level staff such as the President, Chancellors, Regents, state legislative and executive branch staff and the general public. The incumbent is expected to act independently with regard to confidential matters and handle matters with tact and discretion in all areas of responsibility. S/he sets priorities and exercises considerable initiative in completing a high volume of varied and complex duties with competing priorities using tact, discretion, and confidentiality.
Special Conditions of Employment:
Overtime Travel Travel outside of normal business hours
Other Special Conditions of Employment:
This position is located in Sacramento.
Available for occasional one-day trips to Office of the President headquarters in Oakland for orientation and training and to run errands in the Sacramento area.
Job Close Date:
Manage complex scheduling for the AVP/D with University officials, members of the California state legislature, members of the Governor's Office, and other officials. Coordinate with ADSPO to manage the AVP/D's calendar and priorities while operating within short time frames with frequently changing priorities. Prepare and distribute agendas and background information for meetings. Track time sensitive assignments. In coordination with ADSPO, prepare and submit required info for Presidential binders that are to be given in advance to President's Executive Office for all events, phone calls and meetings that SGR coordinates for the President. Review and analyze correspondence received by the AVP/D and coordinate with ADSPO to determine whether items require immediate action or should be delegated or disseminated to other SGR staff.
Job Requirements Bachelor's degree and three to four years of progressive experience in an executive assistant role performing a range of administrative functions including complex scheduling; travel and logistical arrangements; editing, and formatting correspondence, presentations, and other materials in a high profile environment; or an equivalent combination of education and experience.
Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, and associated travel and/or hotel arrangements.
Organizational skills to prioritize and manage a heavy workload, as well as complete multiple, complex projects in an accurate and timely manner under pressure of deadlines.
Demonstrated ability to work independently and proactively to follow through on assignments to achieve results with minimal supervision; demonstrated ability and willingness to work collaboratively and cooperatively as part of a team.
Proficiency with PC; thorough knowledge of MS Office (including Excel and PowerPoint); Adobe Acrobat Professional; the Internet; electronic mail; and Outlook calendar. Demonstrated ability to consistently adhere to assigned work schedule to ensure full administrative support for the AVP/D.
Excellent written and editorial skills as demonstrated by the ability to edit and proofread sensitive materials according to specific formats and protocols. Ability to use clear and concise expression in composing correspondence and other documents applying appropriate language, grammar, punctuation, and business style.
Excellent interpersonal skills and public service orientation including tact, poise, and diplomacy to establish and maintain positive working relationships with management and staff in a large multifaceted organization.
Demonstrated experience projecting a professional and polished image that inspires confidence and trust; ability to maintain a high degree of discretion when working with confidential and sensitive information. Required
Experience working in a legislative or lobbying office. Knowledge of the University's organization and structure.
Strong verbal skills as demonstrated by the ability to gather and articulate ideas, thoughts, information in a logical manner and sequence. Active listening skills to ensure that important points are noted and clearly communicated.
Demonstrated ability to quickly acquire in-depth understanding of ER&C and SGR programs, goals and objectives, including internal practices and procedures within the Immediate Office, as well as considerable knowledge of AVP/D's method of operation as well as the general types of concerns each department is responsible for handling in order to correctly field incoming calls from various constituent groups, especially from those external to UC. Preferred
About us The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the corporate headquarters to the ten campuses, five medical centers and three Department of Energy National Labs and enrolls premier students from California, the nation and the world.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age or protected veteran status.
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.