EXECUTIVE ASSISTANT

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Position Base: Oakland
Location: UCOP - Franklin Building

UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

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 headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

UC Legal delivers ethical, timely, efficient and high quality legal services to the University of California ten campuses, five medical centers, and the Lawrence Berkeley National Laboratory, as well as to the Board of Regents, the President, the Chancellors and other officers of the University. Its services include prosecuting and defending litigation; drafting and negotiating agreements; providing advice, counsel and interpretation of laws, regulations and policies; and assisting with the development of effective compliance and risk mitigation strategies to facilitate the University's complex operations.

POSITION SUMMARY

UC Legal is organized into five practice areas each led by a Deputy General Counsel (together, the DGCs). In coordination with the Executive Assistant to the General Counsel and Senior Vice President for Legal Affairs (GC), provides daily administrative oversight and special project support as a floater for the Deputies General Counsel (DGCs) within UC Legal (UCL). Responsibilities include, but are not limited to, planning and organizing large scale events for UCL-Oakland and UCL systemwide; managing and organizing the demanding schedules and daily administrative activities of the DGCs in UCL - Oakland in order to support high-profile activities UC-wide in an accurate and timely manner; serving as liaison and facilitating communication between the DGCs and UCL staff, UC senior executives, the Chancellors, the Board of Regents, and other members of the UC community; and directly responding to inquiries and resolving issues within established guidelines and parameters, among other things. Oversees completion of staff work and provides project management support for departmental administrative initiatives and on-going projects that fall within the DGC's purview as well as for other executives in UCL - Oakland. Serves as back-up Executive Assistant for the GC and the other EAs, as needed.

Responsibilities

50% Project Management and Event Planning:

• Coordinates on-site and off-site meetings involving multiple parties including site selection, food, lodging, conference calls, and web-conferencing.
• Assist DGCs in managing all aspects of high-level projects, including establishing milestones and reporting out regular updates.
• Monitors the progress of projects and makes adjustments as necessary to ensure successful completion.
• Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
• Maintains a comprehensive database of initiatives, projects, and assignments, to include actions delegated to other offices.

25% Administrative Support:

• In coordination with the Executive Assistant to the GC, directs the daily administrative operations for the DGCs. Serves as back-up to the three Executive Assistants within UCL and will support the DGCs, as needed.
• Manages demanding schedules, complex calendars and meeting/travel planning.
• Independently exercises sound judgment in setting priorities of the DGCs.
• Functions as the gatekeeper, understanding the requirements of the DGCs, in order to prioritize issues according to urgency and to allocate time accordingly.
• Responds to a wide variety of questions and issues from the UC community and the public on behalf of the DGCs as needed, including those highly sensitive in nature.
• Handles the details of complex and highly sensitive matters on behalf of the division executives.
• Sets up tracking systems and electronic files to ensure that all project information is appropriately documented and secured.
• Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.
• Plans and organizes management meetings, including preparing agendas and required reports and presentations, taking and writing of minutes, preparation of action item reminders, and other follow-up resulting from meetings.

20% Research & Analytical Support:

• Researches, compiles and summarizes complex and / or highly sensitive issues, policies and topics; provides and develops background information, talking points, presentation materials, and briefing materials for the executive.
• Briefs executives in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
• Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system.
• Prepares responses to urgent divisional requests on behalf of the executive; takes charge of complex and highly sensitive matters, and independently investigates issues and problems.
• Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries.
• Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.
• Reviews and redrafts as necessary, all letters, reports, and communications to be issued for content, tone, thoroughness, accuracy, conciseness, and grammar.
• Assures adherence to UC protocol and policy, and that proper attachments and supplementary materials accompany items for review and signature.

5% Miscellaneous duties as required.

Experience

• Minimum of 8 years of relevant and progressive executive assistant/high-level administrative support experience required.

Required Qualifications

• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing.
• Ability to use a high level of discretion and maintain all confidentiality.
• Advanced analytical/problem-solving skills.
• Small to mid-level project management skills.
• Expert working knowledge of PowerPoint, Excel, Visio, Adobe Acrobat, Outlook, Word and other MicroSoft Office Programs.
• Demonstrated experience with developing tracking logs, databases and/or using document management systems and other tools to track information.
• Ability to multi-task with demanding timeframes.
• Ability to effectively interact and communicate with attorneys, outside counsel, and support staff.
• Advanced service orientation.
• Advanced knowledge of organization's processes, protocols and procedures.
• Advising and counseling skills.

Preferred Qualifications

• Prior executive administrative support experience at a medium-sized or large law firm, or one of the UC campuses or national laboratories.
• Familiarity with common legal terminology.

Education

• Bachelor's degree in related area and / or equivalent experience / training required

Travel Requirements
5% Occasional travel to campus locations and/or conferences.

SPECIAL CONDITIONS

The person hired will be required to reside within California and report to work on-site at UC's Office of the President (UCOP) located in Oakland, CA on a regular basis. Current policy requires that a new employee work on-site at least two days a week on Tuesdays and Wednesdays ("anchor days").

SALARY AND BENEFITS

Job Title: Executive Assistant 4
Job Code: 007385
Salary Grade: Grade 22
Payscale: $100,000 - $125,000

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is October 7, 2024. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

EEO STATEMENT

The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy

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