Executive Assistant to the Dean

  • University of California, Riverside
  • Riverside, CA, USA
  • Jun 01, 2022
Full time Admin-Clerical

Job Description

Executive Assistant 3 (7384)

Working Title: Executive Assistant to the Dean

POSITION PURPOSE:

The School of Business at the University of California, Riverside is a nationally ranked and internationally recognized AACSB-accredited business school. With over 14,000 alumni all over the world, it is home to the largest undergraduate business program in the University of California system, as well as the A. Gary Anderson Graduate School of Management, which features MBA, Ph.D., Professional MBA, Master of Professional Accountancy (MPAc), Master of Finance (MFin) and Master of Science in Business Analytics programs. The School of Business is positioned as a center of excellence in business education through cutting-edge research on the business challenges of the 21st century.

The Executive Assistant provides support to the Dean in the School of Business and serves as an administrative resource to the School’s management team. Additionally, this position will manage the Dean’s calendar; along with preparing, proofreading, and/or editing correspondences that require business writing acumen. The incumbent performs responsibilities and makes decisions based on a thorough understanding of the Dean's priorities and expectations. The incumbent determines courses of action, coordinates with all responsible parties, arranges meetings, and sets agendas on behalf of the Dean.

Prepares and reviews communication materials; ensures the Dean is fully briefed on relevant issues and prepares all background information supporting each matter. Independently manages and advises on university communications, meetings/travel schedules, and campus and community events. Coordinates leadership meetings with the Dean’s management team, faculty and staff, and participates on task forces, as assigned; responsible for developing and distributing agendas, conducting research, recording meeting highlights, tracking action items, and initiating follow-up, as needed.

The Executive Assistant is responsible for planning and coordinating events on behalf of the Dean, including sending invitations and managing RSVP lists, coordinating event logistics including registration and attendee tracking, working with outside vendors, providing presentations and materials support, and pre-and post-event evaluation. Responsible for the security of filing systems which includes sensitive and confidential information. Responsible for establishing and maintaining a professional and collaborative working environment. Must be able to maintain the highest level of confidence, tact and decisiveness while working under the pressure of constantly changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines.

Key Responsibilities

Coordinates a variety of event logistics (i.e. Dean's events, Annual Fall Welcome Back Events, Commencement, Economic Forecast Conference, Scholarship Awards Dinner, Beta Gamma Sigma Installation Ceremony and Reception, Executive Fellows Installation Dinner, and other donor cultivation and stewardship activities, etc.). These responsibilities are inclusive of the following: securing event location, identifying appropriate vendors for necessary equipment and refreshments; negotiating pricing for venues and menus; developing and disseminating publicity materials; handling RSVP lists; providing on-site support for events (at UCR and at off-site event locations), conducting pre- and post-event evaluation, and finalizing all required paperwork after event is complete.

Handles the details of a variety of matters on behalf of the executive.
Provides comprehensive planning and administrative support to the executive. Retains ultimate responsibility for scheduling of executive's calendar. Manages complex and tightly booked calendars, ensuring the executive has adequate time for briefings, travel, meeting preparation and daily review of correspondence. Synthesizes and reviews information and briefs the executive in advance of meetings. Prepares background materials for meetings. Develops, finalizes, and distributes meeting agendas. Supports executive in committee service, coordinates necessary arrangements for presentations and special items, often participating in meetings and providing analytical input to the Dean.

Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely

Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.

Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.

Organizes ad hoc committees appointed by the executive on a broad range of issues
School’s committees and events, scholarship awards committee; oversees the implementation of process and procedures and following policies.

Coordinates information collection from various sources for executive review in advance of meetings. Provides administrative support to the Administrative Leadership Team that develops and implements School long range goals, objectives and strategies as they relate to planning and implementation of academic programs

Education Requirements
Bachelor's degree in related area and/or equivalent experience/training.

Experience
Minimum of 5 years of related experience.
4 - 7 years of related experience.

Minimum Requirements
Ability to use high-level discretion and maintain a high level of confidentiality.
Strong service orientation.
Ability to multi-task with demanding timeframes
Strong skills in analyses and complex problem-solving.
Advanced skill in using software programs, including Microsoft Word, Excel, PowerPoint, and Outlook software.
Knowledge of and experience with internet search engines for data gathering purposes.
Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
Solid analytical/problem-solving skills.

Preferred Qualifications
Familiarity with the organization's processes, protocols and procedures.
Advising and counseling skills
Knowledge of federal regulations such as FERPA
Thorough knowledge of common organization-specific and other computer application programs.

TO APPLY
For a detailed position description, required qualifications, and to apply for this position, please visit the UCR Human Resources website at http://jobs.ucr.edu and look for job number 26539448
The University of California is an Equal Opportunity/Affirmative Action/ADA/Veterans Employer