Executive Assistant to the Chancellor

EXEC AST 5 (000557)

UCPath Position ID: 40049625

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1120827

Approved Date:

6/18/2025 8:09:45 PM

Date Last Edited:

6/18/2025 8:09:40 PM

Last Action Effective Date:

1/18/2018

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6200O

Organization:

CHANCELLOR'S ORGANIZATION

Division Code:

6210D

Division:

CHANCELLOR'S ORGNZTN DIV

Department:

380500 - CHANCELLOR'S OFFICE

Position Details

UCPath Position Number:

40049625

Position Description ID

171123

UC Payroll Title:

EXEC AST 5 (000557)

Business Title:

Executive Assistant to the Chancellor

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 23

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40064339

Reports to Payroll Title:

EXEC ADVISOR MGR 3

UCPath Department Head Position Number:

40064339

Department Head Payroll Title:

EXEC ADVISOR MGR 3

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the strategic direction of the Office of the Chancellor, this position serves as a key advisor and trusted executive aide to the Chancellor. As the primary point of contact for high-level internal and external scheduling and information requests, the Executive Assistant plays a pivotal role in ensuring the Chancellor's time and priorities are aligned with institutional goals. This position requires navigating a uniquely complex landscape of internal governance, external partnerships, systemwide coordination, and high-stakes public engagement. The Chancellor is the chief executive officer of the campus, and as such, the demands on their time, the sensitivity of issues, and the scale of interactions are unmatched.

This position functions as the central communications liaison between the Chancellor and key campus units. It requires a high degree of discretion, judgment, and diplomacy in managing sensitive communications and interactions with senior leaders from the Office of the President, as well as with university stakeholders and external partners.

The Executive Assistant is responsible for preparing executive-level briefing materials, conducting background research, and anticipating the Chancellor's informational and logistical needs. The role also involves monitoring and tracking strategic initiatives and ongoing projects that require the Chancellor's attention.

As a critical member of the Chancellor's executive support team, the incumbent shares responsibility for the smooth and effective administration of the Chancellor's Office, including scheduling, communication flow, and office coordination. The role requires exceptional organizational acumen and the ability to develop and maintain productive relationships with a diverse range of constituents both within and beyond the university community.

This position is integral to the leadership infrastructure of the Chancellor's Office and contributes directly to the execution of the university's mission and strategic vision.

Communication and Information Management 1

 • Act as a principal conduit of information between the Chancellor and key stakeholders, including the Chancellor’s Communications Service (CCS). Foster and maintain professional relationships across a wide network of internal and external constituents, facilitating effective communication and promoting institutional values in all interactions.

 • Manage the flow of communications and information into and out of the Chancellor’s Office. Analyze and prioritize correspondence, flagging urgent or sensitive matters and drafting high-level responses when appropriate. Track ongoing projects and initiatives, ensuring continuity and accountability. Maintain confidentiality and exercise discretion in all communications, both written and verbal.

10%

Communication and Information Management 2

 • Conduct background research for speeches, letters, messages, website content, and/or other materials; provide research assistance as needed.

 • Answer complex telephone and personal inquiries from the full range of the UCLA constituency. Document responses as relevant, and inform appropriate offices.

 • Independently research, compile, and prepare executive-level briefing materials for the Chancellor in advance of meetings, events, and strategic initiatives. Ensure accuracy, context, and clarity of all content, anticipating questions and information needs.

10%

Communication and Information Management 3

 • Collaborate with campus departments and partners to gather critical data, providing the Chancellor with comprehensive, timely, and actionable information to support informed decision-making.

 • Maintain database to track all projects and to produce reports.

 • Interface with senior staff to coordinate the workflow and assist with carrying out projects, troubleshooting whenever necessary.

10%

Administration 1

 • Oversee and strategically manage the Chancellor’s complex calendar, ensuring alignment with institutional priorities and initiatives. Serve as the primary gatekeeper for internal and external scheduling requests, triaging and prioritizing engagements with sound judgment and discretion. Coordinate logistics for high-level meetings and events, maintaining an awareness of the Chancellor’s strategic goals and advising on the best use of time and resources.

 • Contribute to the efficient administration of the Chancellor’s Office by coordinating with fellow executive assistants and senior staff. Support overall office operations including document management, office logistics, and special projects.

20%

Administration 2

 • Continuously improve administrative processes to better support the Chancellor’s leadership and the broader mission of the university.

 • Uphold the highest standards of confidentiality in all matters involving the Office of the Chancellor. Manage sensitive communications, strategic discussions, and personnel issues with discretion and professionalism. Serve as a trusted steward of executive information, ensuring the secure handling of confidential documents and correspondence. Exercise sound judgment in protecting the privacy of high-level decisions and interactions, recognizing the critical impact of information security on the Chancellor’s leadership and the university’s reputation.

20%

Administration 3

Provide direct support to the Chancellor in advancing key strategic initiatives, including institutional planning, stakeholder engagement, and cross-campus coordination. Proactively identify opportunities to align the Chancellor’s activities with long-term university goals, serving as a thought partner and operational strategist. Facilitate the execution of high-impact projects, ensuring timely follow-up, accountability, and measurable outcomes.

10%

Administration 4

Represent the Chancellor’s Office with professionalism and authority in executive-level forums and university-wide initiatives. Uphold the Chancellor’s leadership presence by embodying the values and priorities of the institution in all interactions. Serve as a trusted delegate on matters requiring discretion, diplomacy, and institutional insight, helping to sustain the university’s reputation, partnerships, and strategic positioning.

10%

Special Programs/Events

 • Organize, attend and contribute to special events, programs and meetings in support of the Chancellor.

 • Support the Chancellor’s participation in major university and external events by coordinating agendas, preparing talking points, and overseeing event logistics. Liaise with protocol officers, event planners, and stakeholders to ensure the Chancellor’s presence and message align with institutional strategy. Provide on-site or virtual support as needed to facilitate seamless executive engagement.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Demonstrated analytical and comprehension skills in reviewing the full range of communications to an executive office.

Required

Exceptional written and verbal communication skills for drafting, editing, and relaying high-level correspondence and briefing materials.

Required

Strong knowledge of Microsoft Word, Excel and PowerPoint for generating written material in appropriate format.

Required

Proven ability to build and sustain relationships with senior leaders, external partners, and campus constituents.

Required

Ability to research administrative and higher education topics. Skill in writing concise and accurate summaries of research material.

Required

Skilled in managing multiple high-impact initiatives, tracking progress, and ensuring timely execution of deliverables.

Required

Expertise in managing complex executive calendars with discretion, prioritization, and awareness of institutional priorities.

Required

Demonstrated ability to manage the full range of administrative logistics.

Required

High level of ability to work collaboratively in an environment of priority projects.

Required

High level of professionalism, integrity, and sound judgment in handling sensitive information and executive decision-making.

Required

Bilingual (English/Spanish)

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.