Executive Assistant Lead (EXEC AST 3 CX)

Under general direction of the Dean and Executive Assistant Dean (EAD), reporting to the Dean's office CAO, manage the daily administrative activities for the dean and EAD. Provide high level principal administrative and project management support and analysis for diverse and fast-paced deliverables related to the role of the dean and EAD. Schedule meetings, appointments, telephone and conference calls; evaluate meeting requirements and research and prepare background materials; provide daily executive briefings to the dean and EAD in preparation for commitments. Respond to a wide variety of inquiries and issues from faculty, staff, students and the public on behalf of the dean and EAD, including those highly sensitive in nature. Provide leadership and direction for ensuring comprehensive coordination of the dean and EADs travel. Work closely with key executives and staff in coordinating inter-related requirements of meetings, events and travel. Perform a variety of analytical and public relations tasks in support of day-to-day operations and special projects. Provide executive meeting support on behalf of the dean, EAD, associate and assistant deans. Coordinate, plan and prepare meeting notes for committees, advisory boards, and task forces. Represent the dean and EAD to faculty, staff and students at UC Davis, administrators and officers at other UC Campuses, UC Office of the President and colleges and universities to manage and accomplish the work of the dean and EAD. Supervise administrative assistants that support the executive unit.

Apply By Date: June 5, 2025 at 11:59pm

Qualifications

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Bachelor's degree in related area and / or equivalent experience / training.
• Experience providing executive level support in a complex, high-level executive office.
• Experience working with complex information, determining level and scope of impact, identifying risks, evaluating a range of approaches and developing solutions within the context of priorities, time constraints, and available resources.
• Human resource experience to recruit, supervise, train, evaluate, motivate, resolve problems/conflicts, conduct performance management, discipline, and build effective service-oriented, team environments.
• Professional experience and political acumen to handle sensitive or difficult situations diplomatically, to represent high level executives with tact and discretion, and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
• Writing, editing, and proofreading skills to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office; experience editing copy for correct grammar, spelling and punctuation.
• Organizational, analytical, planning and problem-solving skills to effectively manage the Dean's workflow to maximize working efficiency and effectiveness.

Preferred Qualifications

• Knowledge of UC policies, procedures and guidelines including specific campus procedures to interpret inquiries and requests to formulate appropriate action or response including automated financial and accounting systems.
• Analytical and evaluative skills to research and assess data, identify problems, generate alternatives and recommend /implement course of action in addressing a variety of complex issues.
• Skill to maintain composure under heavy workload, frequent interruptions and conflicting priorities. Familiarity with campus-wide offices, administrative contacts, campus structure and resources.

Key Responsibilities

• 80% - Executive Support
• 10% - Staff Lead
• 10% - Travel Coordination

Department Overview

The College of Agricultural and Environmental Sciences is dedicated to solving real-world problems in the agricultural, environmental, and human sciences to produce a better world, healthier lives, and an improved standard of living for everyone. The Dean's Office, which includes 9 functional units and 16 Centers and Institutes, is comprised of 170 staff, 12 non-senate academic staff, 13 graduate student employees, and 4 postdoctoral scholar employees.

POSITION INFORMATION

• Salary or Pay Range: $71,910.72 - $108,993.60/year
• Salary Frequency: Monthly
• Salary Grade: 155
• UC Job Title: EXEC AST 3 CX
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F, 8am-5pm
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Work in an area where there is constant traffic and noise from office machines, telephones, and conversations. Work overtime including evenings to meet business needs.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks