Executive Assistant

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Under the general supervision of the Divisional Chief of Staff, the Executive Assistant provides professional, confidential, and high-level administrative support to the Dean of the Division of Physical and Biological Sciences. The position manages the complex and dynamic day‑to‑day operations of the Dean’s Office, including meticulous calendar and schedule management, meeting coordination, and communication with a wide range of internal and external stakeholders.

The Executive Assistant independently identifies issues or problems within key administrative functions, researches solutions, prioritizes tasks and works autonomously with a high degree of confidentiality and discretion among departments, faculty, staff, and campus partners. This position manages divisional events, drafts and edits correspondence, tracks divisional initiatives, and ensures effective communication and follow‑through across the division. The incumbent exercises sound judgment, initiative, and discretion in balancing multiple high‑priority demands in a fast‑paced academic environment while maintaining professionalism, confidentiality, and exceptional attention to detail.

Budgeted Salary: $80,482.38 – $88,864.61 per year. Salary commensurate with skills, qualifications and experience.

Benefits Level Eligibility: Full benefits.

• Full‑time, Fixed
• Percentage of Time: 100%, 40 hours per week
• Days of the Week:
  Monday‑Friday, with occasional evenings or weekends
• Shift Includes:
  Days, evenings, weekends

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004702 (EXEC AST 3 CX)

Travel: Never or Rarely

• Manage and optimize the Dean’s complex calendar, ensuring accurate scheduling of meetings, travel time, on‑ and off‑campus appointments, and dedicated work blocks. Anticipate conflicts, proactively resolve issues, and communicate changes promptly to all stakeholders.
• Provide executive‑level administrative support to the Assistant and Associate Deans, including calendar management, meeting scheduling, drafting correspondence, sending official communications via email, and providing meeting and event coordination support as needed.
• Coordinate workflow, communications, and procedures for all work done in direct support of the Dean, often of a sensitive or confidential nature.
• Exercise strong situational awareness and anticipatory thinking to manage competing priorities and ensure the Dean’s time is used strategically.
• Track and monitor delegated assignments, ensuring timely completion of actions and thorough follow‑through.
• Draft, edit, and proofread correspondence, reports, and presentations on behalf of the Dean and divisional leadership.
• Screen, prioritize, and respond to inquiries, escalating as appropriate with professionalism and discretion.
• Maintain well‑organized electronic and paper records, ensuring the confidentiality of sensitive personnel, financial, or institutional information.

• Coordinate divisional leadership, department chair, and campus partner meetings: prepare and send agendas, collect background materials, distribute supporting documents, and track action items to completion.
• Plan and support divisional events such as faculty and student award ceremonies, receptions, and open houses.
• Oversee logistics for meetings, conferences, and reviews, including scheduling, room reservations, hybrid or remote participation modalities, catering, travel, and reimbursements.
• Manage divisional award and recognition processes, including communication with committees, honorees, and campus or divisional partners, and preparing related documentation.

• Provide coordination and administrative support for divisional projects, reports, and planning initiatives.
• Collect, organize, and summarize information for divisional communications, presentations, or data requests.
• Track…