Executive Assistant (EXEC AST 3 CX

Job Summary

Under general supervision of the Chief Operations & People Officer (COPO), provide high level executive assistance and analytical support to the Dean and the Senior Leadership Team across the major scope of their responsibilities. Work closely with senior university administrators, campus departments, advisory boards, community leaders, governmental officials, and various campus committees to coordinate complex calendars and meeting arrangements. Provide analytical and communication support for special projects and initiatives.

Maintain various records and documents for executive leadership, including MOUs and international agreements. Provide project management on matters that are sensitive or complex in nature and require a high level of analytical skill, independence, and initiative in execution and implementation. Assist with managing the Dean’s communication, including consulting with the Dean on internal and external administrative and policy matters requiring action to facilitate their execution for resolution.

Manage and coordinate special projects of the Dean’s Office. Manage and execute a host of divisional events and ceremonies, including town halls and the annual division meeting. Coordinate travel and entertainment. Support academic program, course, and instructor/MOU approvals. As the Executive Assistant to the Dean, the role is a main divisional resource contact and will be pivotal in supporting and advancing a welcoming atmosphere for all staff, ensuring that the Dean’s office reflects commitment to an inclusive environment, and that the work promotes equity within our institution.

This position will work closely with diverse stakeholders, including students, faculty, staff, and external partners, to support the Dean’s vision of an inclusive community. The role will also involve managing events, communications and activities that highlight community building and staff support efforts in creating a culture where everyone can thrive.

Minimum Qualifications
- For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Bachelor's degree in related area and / or equivalent experience/ training.
• Experience providing executive level support in a complex, high-level, and fast‑paced executive office with competing demands.
• Experience with managing dynamic calendars and scheduling and coordinating large, complex meetings and special events.
• Experience using various computer platforms and programs, such as Microsoft Office, including Word, Excel and PowerPoint but specifically Outlook mail and calendar, Teams, virtual meeting room platforms (Zoom, Teams, Webex, etc.), and upskilling to learn new technology/tools, as needed.
• Political acumen to handle sensitive or difficult situations diplomatically; to represent high-level executives with discretion; and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives. Professional judgment to analyze, identify and communicate critical and crisis matters to high-level professionals timely; diffusing early and effectively.
• Exceptional organizational and project management skills, with the ability to prioritize and manage multiple tasks simultaneously.
• High-level writing, editing and proofreading skills with strict attention to grammar, spelling, and punctuation to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office.
• Analytical and evaluative skills to research and assess data, identify problems, and recommend/implement course of action in addressing a variety of complex issues.
• Teamwork, interpersonal and communication skills to facilitate positive interactions and workflow with executive-level offices and staff within the colleges, university and system.

• Experience with UC Davis software systems such as Aggie Travel, Aggie Buy, Pre Purchasing and Ceremonies and Events Management System (CEMS).
• Knowledge of the relative roles of faculty, staff and administrators, and the protocols for communications and interactions between these…