Executive Assistant to the Dean

Position Summary

Under the direction of the Chief of Staff (COS) and the Dean of UCLA Anderson, the incumbent will provide confidential high-level executive administrative support to both the Dean and the COS, as part of the Office of the Dean" team. The position assumes the primary administrative responsibility for the organization and administration of matters pertaining to the Office of the Dean by serving as the confidential executive assistant to the Dean. In this capacity, manages and prioritizes the demands on the Dean's time and resources from constituents and stakeholders within and outside of the university; in particular, students, staff, faculty, major prospects, donors, visitors, BOA members, alumni, and the external business community generally. Manage the Dean's calendar and schedule meetings with staff, faculty, senior management, direct reports, and students, often involving highly sensitive and confidential issues. Schedule and execute the Dean's travel itineraries for domestic and international travel. Process financial and accounting paperwork pertaining, but not limited to, the Dean's reimbursement requests, and highly complicated travel expense reports. Incumbent is also expected to produce administrative reports and provide organization analysis of unit resources to include the preparation of financial budgets in support of the overall efficiency and effectiveness of Office of the Dean as appropriate. Must develop and sustain working relationships with the unit heads at UCLA Anderson. Must communicate effectively and diplomatically with a wide variety of constituents to include: faculty, staff, alumni, donors, business, political and community leaders and the general public is essential. Incumbent will supervise part-time clerical staff, and prepare and supervise their work schedule. Occasional travel and overtime, including evenings and weekends, is required, as is the ability to run errands on and off campus. Under the direction of the COS and the Dean of UCLA Anderson. The incumbent is expected to work with a considerable amount of interdependence in a team environment and is expected to set priorities, to initiate and complete assignments with minimal oversight, to manage a complex web of schedules, relationships and demands, except where policy issues and exceptional circumstances might arise. When exceptional situations arise, guidance from the COS or Dean should be solicited.

Salary & Compensation

*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• Previous experience working with high-level executives. (Required)
• Experience scheduling meetings, maintaining Outlook calendars, and coordinating events. (Required)
• Familiarity with UCLA and The Anderson School. (Preferred)
• Knowledge of institutional mission, services and activities to direct multiple users, and of internal staff and office functions to procure required information. (Preferred)
• Knowledge of UC travel policies. (Preferred)
• Working knowledge of UCLA Bruin Buy, Travel Express, and Financial Services Records. (Preferred)
• General knowledge of accounting principles and financial statements. (Preferred)
• Ability to run errands on and off campus as necessary. (Required)
• Skill in supervising staff, students, and volunteers to include training, organizing work flow, delegating responsibility, and evaluating work performance. (Preferred)
• Ability to work some evenings and weekends as needed. Ability to occasionally work varied shifts. (Required)
• Demonstrated knowledge of travel arrangements, preparation of complex travel expense reports for both domestic and international travel, and reimbursement requests. (Required)
• Ability to place and track orders for various types of merchandise. (Required)
• Excellent oral and written communication skills to interact effectively and diplomatically both in person, on the telephone, and through email with donors, alumni, administrators, faculty, students, staff, and university visitors. (Required)
• Ability to remain calm and professional in a high pressure, fast-paced environment. (Required)
• Ability to exercise independent and sound judgment, and to handle sensitive and confidential information with discretion, tact, and diplomacy. (Required)
• Excellent organizational skills, with the ability to manage large amounts of diverse sets of information. (Required)
• Ability to quickly prioritize, adapt to changing priorities, handle multiple tasks simultaneously and efficiently, and meet competing demands for information and services with a high attention to detail and in relatively short time spans with frequent interruptions. (Required)
• Skill in analyzing information or procedures, defining problems and goals, formulating logical and objective conclusions, recognizing alternatives and their implications, and recommending solutions. (Required)
• Ability to not only work as a member of an administrative team taking direction, supervision and counsel from supervisor, but also to work at times with minimal direction making independent judgments and decisions, discerning when action of a higher level is needed. (Required)
• Skill in operating standard office equipment, including copiers, fax machines, scanners, computers, and printers. Expert-level knowledge of Microsoft Word and Outlook. (Required)
• Familiarity with domestic and international travel and event logistics. (Required)
• Proficiency with Microsoft Excel. (Required)
• Ability to conduct research to compile relevant information and present materials in a cogent, concise fashion. (Required)
• Ability to use transcribing equipment and strong typing skills with low error rate. (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Schedule

Standard hours are Monday through Friday from 8:00 a.m. to 5:00 p.m.

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description