Executive Assistant

Who We Are Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

The Division of Finance and Administration (DFA) provides services and support to over 50,000 students, faculty, and staff, advancing UCI’s mission of a brilliant future and its vision of becoming world-class campus partners. DFA serves the university as planning partners, problem solvers, and solution providers—striving to make it as easy as possible for the campus community to access the services they need, when they need them.

The Office of the CFO and Vice Chancellor’s is proud to support both the campus and the University of California system as a whole. DFA is committed to continuous improvement, delivering increasingly efficient and high-quality service to its clients. Through campus-wide collaboration, DFA focuses on maintaining a safe and attractive environment for students, faculty, staff, and visitors; ensuring that buildings and infrastructure operate efficiently and are well maintained; and providing professional services in multiple administrative areas, including accounting, purchasing, risk management, safety, and transportation. Our goal is to drive measurable improvements in quality and productivity across the university while supporting UCI’s strategic objectives.

Your Role on the Team Provides executive level administrative assistance, support, and analysis on operations, programs, projects, and various initiatives for the Senior Associate Vice Chancellor of Campus Operations, Assistant Vice Chancellor of Budget Office and/or to the Senior Associate Vice Chancellor of DFA and Assistant Vice Chancellor of Capital Planning, as well as for their teams, as assigned. Ensures administrative processes and office operations are well coordinated and run smoothly in the respective executive’s offices, including management of complex calendars; the planning, preparation, expense management, and follow-up actions for various meetings and events; programmatic analysis for business operations and emergency responses; as well as general office support. These two positions will also provide back up administrative support for one another and for the executives across these groups. Is responsible for researching, evaluating, prioritizing, and addressing issues and requests from UC and UC Irvine faculty, staff, and students, and often involves the public such as distinguished guests, community partners, and various visitors, both internal and external to the division. Demonstrates good judgment, diplomacy, and discretion in selecting methods and techniques for responding to requests and in obtaining appropriate and timely solutions.

Required What It Takes to be Successful

• Thorough knowledge and proficiency utilizing Microsoft suite applications (Excel, Word, PowerPoint) and Outlook, MS Teams and Zoom.
• Solid analytical / problem-solving skills, including independently researching solutions and collaborating on implementation, where needed.
• Political acumen and diplomatic sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and various external constituencies.
• Strong service orientation
• Strong skills to communicate effectively and adjust messages appropriately for various levels of staff, faculty, students and external constituencies, both verbally and in writing, including calmly responding during emergency operations and escalated issues such as conflicts or protests.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes and frequent changes, and ability to respond swiftly to urgent requests.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification and seeking solutions.
• D…