Executive Administrative Assistant

ADMIN OFCR 2 CX (004263)

UCPath Position ID: 40082451

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1103092

Approved Date:

2/18/2025 9:50:08 PM

Date Last Edited:

2/18/2025 9:50:04 PM

Last Action Effective Date:

4/12/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8010O

Organization:

VICE CHANCELLOR-STRATEGIC COMMUNICATIONS

Division Code:

8510D

Division:

COMMUNICATIONS

Department:

771500 - COMMUNICATIONS

Position Details

UCPath Position Number:

40082451

Position Description ID

172298

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Business Title:

Executive Administrative Assistant

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41091191

Reports to Payroll Title:

EXEC AST 4

UCPath Department Head Position Number:

40231796

Department Head Payroll Title:

VC STRATCOMM

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

POSITION SUMMARY

The Executive Administrative Assistant reports directly to the Executive Assistant to the Vice Chancellor for Strategic Communications and provides essential office support and reception services for the Vice Chancellor. The incumbent supports the Executive Assistant as a liaison for the office with the UC community and the public, has campuswide scope and impact, coordinates communications and pertinent data for the VC's administration. The ideal candidate will ensure the seamless operation of the office, while supporting the needs of the Vice Chancellor and the broader team.

Under the direction of the Executive Assistant, this individual will play a key role in creating a welcoming and efficient environment for staff, visitors and stakeholders; answering and routing phone calls; greeting visitors; coordinating meeting logistics such as invitations, parking, venue, catering arrangements, audiovisual equipment, nametags, handouts, etc. Regularly handles details and oversees work of a highly confidential and critical nature to support the Vice Chancellor. Provides general office support, including maintaining office supplies and equipment, coordinating with vendors, and ensuring common areas are organized and well-maintained. Backup support on financial duties including processing purchase orders. Collaborates and communicates with executive and administrative staff in the Chancellor's Office, throughout the university, at the University of California Office of the President (UCOP), UC campuses systemwide as well as other high profile contacts.

Additional responsibilities include assisting with the daily workflow, scheduling meetings, reserving conference rooms and preparing materials for internal and external engagements for the Vice Chancellor. The incumbent will be responsible for coordinating catering and food orders for team meetings, office events and other departmental needs; organizing some travel arrangements; processing travel and entertainment reimbursements; composing, editing and routing correspondence, emails and meeting summaries; and preparing presentation materials and agendas. Under the direction of the Executive Assistant, monitors the Vice Chancellor's email and mail, routing to StratComm senior leadership and management team, routes calls and requests as required, managing, tracking and archiving information and action items, and provides daily administrative operations, as well as analytical support for a broad range of initiatives and events within the Vice Chancellor's office.

The Executive Administrative Assistant is expected to work independently and determine priorities for finishing assigned tasks by deadlines given. Performance is reviewed informally on an ongoing basis and formally on an annual basis. Work is reviewed in terms of meeting objectives, quality of work, attention to detail, meeting deadlines and the ability to provide appropriate administrative and operational support with the outmost expectation for confidentiality.

The Executive Administrative Assistant does not directly supervise career staff. 

UCLA Strategic Communications (StratComm) brings UCLA's mission and values to life by inspiring positive action as UCLA's lead storytellers, reflecting the multifaceted diversity of our university and surrounding communities. Demonstrating and reinforcing the university's commitment to equity, diversity and inclusion (EDI) in all creative work is central to StratComm's success. We believe a workplace culture that values EDI practices is essential to building strong teams, which translates to robust ideas, strategies and creative content that resonate with UCLA's diverse audiences.

Support for the Vice Chancellor for Strategic Communications

1. Under the direction of the Executive Assistant, provides essential office support and reception services for the Vice Chancellor.

2. Ensures the seamless operation of the office, while supporting the needs of the Vice Chancellor and the broader team.

3. Provides general office support, including maintaining office supplies and equipment, coordinating with vendors, and ensuring common areas are organized and well-maintained.

4. Assists with the daily workflow, scheduling meetings, reserving conference rooms and preparing materials for internal and external engagements for the Vice Chancellor. (E)

5. Collaborates and communicates with executive and administrative staff in the Chancellor's Office, throughout the university, at the University of California Office of the President (UCOP), UC campuses systemwide as well as other high profile contacts.

6. Composes, edits and routes correspondence and meeting summaries; collaborates with staff across StratComm to coordinate departmental efforts; prepares presentation materials and agendas; and coordinates meetings

7. Coordinates catering and food orders for team meetings, office events and other departmental needs

8. Plans and executes events and meeting varying in size, scope and audience. Consults and coordinates meetings with appropriate StratComm staff. Evaluates campus and facilities to determine logistical requirements and limitations.

9. Monitors the Vice Chancellor’s mail, routing to StratComm senior leadership and management team, routes calls and requests as required. (E)

10. Manages, tracks and archives information and action items, and provides daily administrative operations, as well as analytical support for a broad range of initiatives and events within the Vice Chancellor's office (E)

11. Coordinates travel arrangements. (E)

12. Maintains out-of-office chart for staff and regularly provides updated reports. (E)

60%

Represents VC Office and Serves as Liason

1. Supports the Executive Assistant as a liaison for the office with the UC community and the public, has campuswide scope and impact, coordinates communications and pertinent data for the VC's administration. (E)

2. Plays a key role in creating a welcoming and efficient environment for staff, visitors and stakeholders; answering and routing phone calls; greeting visitors; coordinating meeting logistics such as invitations, parking, venue, catering arrangements, audiovisual equipment, nametags, handouts, etc. (E)

3.     Regularly handles details and oversees work of a highly confidential and critical nature to support the Vice Chancellor. (E)

30%

Budget Support

1. Processes reimbursements for travel and entertainment-related expenses using the University's travel reimbursement system. (E)

2. Makes sure the office adheres to university policies and procedures. (E)

3. Supports the unit with financial transactions, including preparing invoices for payment using the University's on-line Purchasing and Accounts Payable System (BruinBuy). (E)

4. Assists with operational functions as needed: facilities requests, supplies inventory and ordering. (E)

5. Works with the Business Services office to ensure projects stay on budget. (E)

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

3+ years

Experience in administrative management and/or providing support to an executive level administrator.

Required

Exceptional organizational and analytical skills to manage multiple projects and perform efficiently in a fast-paced environment with conflicting priorities and frequent distractions. Attention to detail and ability to check own work for accuracy.

Required

Outstanding written communication skills, specifically writing skills to compose a variety of documents that are logical, concise, and grammatically correct. Editing skills to review and correct correspondence and reports for grammar, syntax, content.

Required

Skill in recognizing, defining, and analyzing problems, situations, or procedures to define objectives and implement action plans, recommendations, and solutions.

Required

Demonstrated sound judgment and ability to work independently and set priorities and maintain them while coping with a fluctuating workload and completing requirements.

Required

Excellent communication and interpersonal skills and ability to build relationships with administrators, faculty and members of the academic community, staff, as well as other visitors. Skill in working with individuals to exchange information accurately and tactfully.

Required

Ability to initiate and maintain cooperative working relationships with co-workers, supervisors, and managers. Ability to work harmoniously and as a team player, thrive in a team-based environment, and skill in fostering teamwork among others.

Required

Ability to interact diplomatically with persons from a variety of social, cultural, and economic backgrounds in a high volume, continuous public contact setting to create and increase positive attitudes toward the University. Commitment to diversity.

Required

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office technologies.

Required

A positive attitude, professional demeanor, and a commitment to maintaining confidentiality.

Required

Knowledge of University structure and organization, policies and procedures, and staff.

Preferred

Working knowledge of UC and UCLA policies and procedures, particularly in areas of financial management, human resources, contract and grant administration, budget, accounting, purchasing, fellowship administration, and conference and event planning.

Preferred

Experience supporting executives or senior leaders in a professional setting.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

2245 Murphy Hall

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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

Complex problem solving/reasoning

X

Ability to organize & prioritize

X

Communication skills

X

Numerical skills

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.