Executive Assistant - 135385

Reporting to the AVC of Global Initiatives, the incumbent will provide analysis, project support and executive administrative support for Office of Global Initiatives.

The incumbent will provide primary executive support to the AVC of Global Initiatives ('AVC-GI'), managing the daily and long-range schedule, correspondence, communications and workload of the AVC-GI. Executive support may include managing calendars, travel, and special projects of a highly confidential and sensitive nature, and the compilation of meeting documents and back up with attention to detail.

Incumbent will manage coordination of campus wide and other related meetings and events; independently author outreach materials; initiate and complete high-level meeting planning for campus wide committees.

Incumbent will work with counterparts in the Office of Research Affairs to coordinate joint research pilot grant programs designed to enhance collaborative research between UC San Diego and foreign Universities and Institutions.

The incumbent will be responsible for short-term international visit request management, including: strategic analysis of international visit requests, and based on analysis, make recommendations to the AVC-GI as to whether visit requests should be granted; perform screening of prospective visitors; independently research and determine appropriate UC San Diego representatives to meet with visitors; serve as first point of contact for all requests from international dignitaries and other international visitors, and execute the planning and hosting of international delegations and dignitaries.

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

• Extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, public relations, development, special projects and community relations in a fast-paced environment.

• Solid analytical / problem-solving skills. Demonstrated experience analyzing and identifying problems, independently resolving discrepancies with ability to recommend solutions, contributing effectively to support organizational objectives.

• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Excellent interpersonal, written and oral communication skills, including maturity, diplomacy, tact, confidentiality. Proven ability to interact and communicate effectively and professionally with diverse clientele, including prominent social and business figures, international visitors and dignitaries, elected officials, campus and systemwide administrators, faculty, staff and students.

• Strong service orientation. Strong demonstrated experience with providing a full range of high-level independent administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize functions with a high degree of accuracy and attention to detail.

• Demonstrated strong computer skills including proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat, and calendaring.

• Proven experience with successful event planning and management of special events. Proven skills to handle logistics of a wide variety of special events including meetings, lectures, seminars, and workshops.

• Familiarity with the organization's processes, protocols and procedures. Knowledge of the principles of higher education and of an academic institution's organizational structure and function.

• 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.

• Ability to use high-level discretion and maintain a high level of confidentiality.

• Thorough knowledge of common organization-specific and other computer application programs.

• Ability to multi-task with demanding timeframes.

• Knowledge of federal regulations such as FERPA. or regulations pertaining to foreign travel and visa requirements for the SDII, Director and foreign visitors.

• Solid skills in problem identification.

• Advising and counseling skills.

• Must be willing and able to travel.

• Occasional evenings and weekends may be required.

• Overtime may be required.

• Background check required.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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

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