Executive Assistant

Executive AssistantUnder the direction of the Assistant Dean and Chief of Staff, the Executive Assistant provides professional, confidential, and high-level administrative support to the Dean of the Division of Physical and Biological Sciences and helps ensure the effective operation of the Dean's Office. The position independently manages the Dean's complex calendar and executive workflow; coordinates leadership meetings, events, communications, and follow-up; oversees office operations and financial transactions; and provides administrative and project support to the Assistant and Associate Deans. The Executive Assistant serves as a trusted liaison with faculty, staff, students, campus leaders, external partners, and other executive offices, and independently researches, analyzes, and resolves complex administrative issues. The incumbent exercises a high degree of judgment, initiative, political acumen, confidentiality, and discretion in setting priorities, anticipating needs, developing solutions, and managing multiple high-priority demands in a fast-paced academic environment.Budgeted Salary: $95,000 - $115,000/year. Salary commensurate with skills, qualifications and experience.Job Duties40% - Executive, Calendar, and Administrative Support20% - Meeting, Event, and Award Coordination20% - Dean's Office Operations and Financial Administration15% - Project, Communication, and Liaison Support5% - General Administrative SupportRequired QualificationsBachelor's degree in related area and / or equivalent experience / training. Advanced organizational and time-management skills, with demonstrated ability to independently manage a complex executive calendar, competing priorities, and rapidly changing demands. Demonstrated reliability, responsiveness, sound judgment, and consistent follow-through on sensitive and time-critical work. Exceptional attention to detail, accuracy, and quality, including the ability to independently review and correct work before completion. Advanced ability to organize and coordinate executive-office operations, establish priorities, anticipate needs, and develop effective administrative systems and procedures. Strong analytical and problem-solving skills, including the ability to research and synthesize information, evaluate alternatives, and resolve complex or unprecedented administrative issues with a high degree of autonomy. Excellent written communication skills with the ability to draft, edit, and proofread executive-level correspondence, reports, briefings, and presentations. Excellent verbal communication skills, including active listening and diplomacy. Strong interpersonal skills and political acumen to navigate sensitive situations and communicate effectively with senior leaders and diverse internal and external constituencies. Demonstrated discretion and sound judgment in handling highly confidential or sensitive personnel, academic, financial, and institutional information. Demonstrated project-management skills, including developing work plans, coordinating multiple contributors, tracking deliverables, and completing complex assignments within demanding timeframes.

Experience performing or coordinating financial transactions such as purchasing, travel and entertainment reimbursement, invoice processing, reconciliation, and recordkeeping. Advanced proficiency with Google Workspace, Microsoft Office Suite and the ability to learn and use organization-specific administrative, financial, and collaboration systems, including Slack for internal communications and Asana for task management. Demonstrated commitment to professional, respectful, responsive, and inclusive service and ability to work effectively both independently and collaboratively.Preferred QualificationsThorough knowledge of UC Santa Cruz or comparable higher-education administrative structures, policies, protocols, and procedures. Substantial experience supporting a dean, vice chancellor, chair, or other senior executive in a complex higher-education or similarly decentralized organization.

Experience independently coordinating high-profile meetings, events, reviews, or executive projects involving multiple senior stakeholders. Knowledge of applicable records-management, privacy, accessibility, and student-information requirements, including FERPA where relevant.