Executive Assistant to Director - 118278
#118278 Executive Assistant to DirectorExtended Deadline: Wed 9/28/2022
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The Executive Assistant (EA) to the Director is a publicly facing role that requires an extremely professional individual with excellent communication skills and the ability to develop a symbiotic relationship with the director. The EA understands the Director’s demanding schedule and manages the director’s complex schedule, relationships, and activities in order to allow the director to be successful in his/her role. The EA should be adept at managing complex calendars and scheduling a high volume of standing and ad hoc meetings, high level committee meetings, meetings with other campus and community administrators, community leaders, and corporate executives.
The EA should have sophisticated knowledge of the Director’s goals in order to analyze meeting requests to accommodate the Director’s priorities. The EA will also be tasked with coordinating complex domestic and international travel arrangements, including online travel authorizations, prepayments, and advances; preparing detailed itineraries for the Director; processing, tracking and reconciling reimbursements/payments via Concur.
This role also involves coordinating Design Lab special events, including logistical details and cooperation with offices of special guests and visiting dignitaries and assisting with special Design Lab projects as assigned. The EA will also support Associate Directors and other staff members on an as needed basis and be willing to adjust duties when needed.
Graduation from college and two (2) years of related experience; or an equivalent combination of education and experience.
Proven extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, special projects and community relations in a fast paced environment
Demonstrated ability to communicate effectively, diplomatically, and professionally, both orally and in writing. Superior interpersonal skills to successfully interact with a variety of people, including high-level faculty, executives, members of the community from diverse cultures and backgrounds.
Experience using software tools: Microsoft Office (and Google Docs and Apple OS equivalents). Skills with software communication tools, including various email, messaging, and other new modern workflow systems.
Ability to research, gather, and organize information to produce concise reports, using databases and other data sources.
Basic knowledge of accounting and mathematical skills needed to perform calculations using percentages and decimals, and ability to recognize errors and/or discrepancies and take administrative action to correct.
Experience in planning and organizing functions, meetings and/or special events. This includes preparing agendas, and documenting/formatting minutes of meetings and ensuring action items are completed, followed-up and documented.
Strong experience with providing a full range of high level, independent administrative support combined with proven skill to coordinate complex activities and use independent judgement to organize and prioritize office functions.
Must be able to work overtime, as needed.
Must be willing to adjust hours according to Director's schedule.
Must be willing to attend events/travel with Director if needed.
Must be able to work on UCSD’s campus or at the UCSD Park & Market Building.
Background check required.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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