Executive Assistant

Shift: *Start times between 8:45 and 9am for 8 hours.*

Job Function Summary: Involves providing administrative oversight for an executive, including the coordination of communications and pertinent data among a group of the executive's subordinate management staff. Performs and / or oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance. Generic Scope: Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions. Custom Scope: For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Directs the daily administrative operations for the executive's office, including calendar management, coordinating travel and submitting reimbursements in a timely manner. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. This position will provide administrative support to campus counsel attorneys and provide general reception services for the Office of Legal Affairs, which requires the majority of work to be done on-site. Under the supervision of managing attorneys, demonstrates good judgement and decision making when analyzing and selecting methods and techniques for obtaining solutions to legal administrative needs; maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

Knowledge, Skills And Abilities: Thorough knowledge of common organization-specific and other computer application programs. Solid analytical / problem-solving skills. Skilled in awareness and sensitivity to the differing perspectives within all levels of the organization as well as the Office of the President, UC Legal Oakland Office and other external constituencies. Strong service orientation. Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Ability to prioritize and triage matters based upon urgency and seriousness of the issues presented, and to function as gatekeeper for executive by diplomatically re-directing matters that should be resolved elsewhere, or advising on resources available to address issues directed to the legal office. Ability to multi-task with demanding timeframes. Ability to use high-level discretion and maintain a high level of confidentiality. Solid skills to organize, track, and prioritize the completion of tasks in an environment of multiple competing urgencies. Skilled in working independently and following through on assignments with clear, yet minimal direction. Ability to work collaboratively within a high-volume in-house legal practice. Strong judgment, flexibility and openness to change with a mindset of continuous improvement.

Pay: $55.00 - $60.00 per hour

Work Location: In person