Executive Assistant ; U Haas School of Business

Executive Assistant 3 (7384U) Haas School of Business #85814

• Oversees and ensures the daily administrative operations run smoothly for the Dean's office, which may include supervising and ensuring the development of subordinate staff.
• Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. This includes forwarding situations and issues presented by staff, faculty, and external constituents to appropriate staff members for resolution. When appropriate, responds on behalf of the Dean and/or drafts responses for the Dean or others who may need to respond to political or other sensitive inquiries.
• Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. As part of this, develops and maintains efficient and effective systems for managing information, projects, and communications to ensure timely and accurate responses.
• Maintains a comprehensive database of initiatives and assignments, including actions delegated.
• Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures.
• Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive.
• Briefs executives on deadlines and the status of pending issues.
• Organizes ad hoc committees appointed by the executive on a broad range of issues.
• Investigates issues and problems; drafts and prepares responses to urgent requests.
• Prepares responses to urgent divisional requests on behalf of the executive.
• Prepares confidential reports for senior staff, systemwide and other officials.
• Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
• Other duties as assigned, including handling the details of a variety of matters on behalf of the executive and others in support of school goals.
• Implements related business processes.
• Professional Learning and Growth:
  Actively contributes to a team environment that fosters and promotes a culture of belonging for all, within the unit and mplifies Haas' four Defining Leadership Principles:
  1) Question the status quo
  2) Confidence without Attitude
  3) Students always
  4) Beyond yourself. Completes required training on time and engages in opportunities for learning pertinent to the position or at the suggestion of the supervisor.

• Related experience supporting executives in key organization roles; office management experience.
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills. Required Political acumen and sensitivity to the differing perspectives and political circumstances within all levels of the organization, as well as the Office of the Chancellor and external constituencies.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both orally and in writing.
• Advising and counseling skills, including those needed to oversee subordinate staff.
• Ability to multi-task with demanding time frames.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.
• Bachelor's degree in related area and / or equivalent experience / training

• Familiarity with campus and school processes, protocols, and procedures.

• This is a full-time (40 hours/week), career position that is eligible for UC Benefits.
• This is an exempt monthly-paid position.

This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.

This is a designated position requiring fingerprinting and…