Executive Assistant - UCLA - Another Source

Step into the dynamic role of Executive Assistant to the Vice Chancellor of Legal Affairs at UCLA and join the ranks of this esteemed institution! If you're looking for a fast-paced position where you’ll be at the heart of decision-making across one of the world’s leading public universities, this is the perfect opportunity. You’ll collaborate with key leaders both on campus and within the entire UC system, making a real impact in shaping the future of UCLA. From managing high-level schedules to acting as the central communication hub, every day will bring new and exciting challenges. If you're looking to dive into new challenges, with the ability to prioritize and collaborate effectively, we’d love to hear from you! 

Another Source’s client, University of California, Los Angeles, is recruiting an Executive Assistant to join their Office of Legal Affairs in Los Angeles, California. This position will be hybrid, working 2-3 days remotely. 

Here’s a little about the UCLA and the position they are recruiting for:   

As a public research university, our mission is the creation, dissemination, preservation and application of knowledge for the betterment of our global society. UCLA combines the close-knit learning environment of a spirited public school with the endless opportunities of a world-class city. Located in beautiful Westwood, minutes from Hollywood and the downtown city center of Los Angeles, the university offers everything you need to reach your full potential. 

The UCLA Office of Legal Affairs serves as the in-house legal office for the UCLA campus, including its professional schools. The Campus Counsel attorneys provide counsel and legal advice to officers, deans, faculty, and schools and departments of the University requiring legal assistance, and provide coordination and liaison between the campus, the UC Legal Office of the General Counsel in Oakland, and outside counsel engaged on behalf of the University. 

Learn more about UCLA here: https://www.ucla.edu/about 

Learn more about the Office of Legal Affairs: https://legalaffairs.ucla.edu/ 

About the role: 

Under the direction of the Vice Chancellor of Legal Affairs,and serving as a part of the campus legal team, the Executive Assistant (EA) provides high quality administrative support to the Vice Chancellor and independently manages daily and long-term activities as directed by the Vice Chancellor. The EA's duties are carried out at the highest level of the institution, involving close coordination with the offices of the Chancellor, the Executive Vice Chancellor and Provost, other vice chancellors, associate and assistant vice chancellors, academic deans, and other members of the campus community. Other liaison duties include the UC Office of the General Counsel, outside counsel, and other UC campuses. The EA serves as the point person for coordinating and communicating on the Vice Chancellor's behalf with numerous campus and University entities.  

Anticipated hiring range: $83,000-$100,000 

Visit UCLA Benefits to discover benefits that start on day one: https://chr.ucla.edu/benefits   

A high-level summary of the job duties includes: 

• Independently coordinating a heavy flow of incoming and outgoing communications, meetings (in-person and remote) managing the Vice Chancellor's complex calendar and travel schedule; 

• Managing aspects of the Office of Legal Affairs' calendar (events, meetings among team members, time off, and the like); 

• Tracking and coordinating action items and assignments among members of the Office of Legal Affairs and other parts of campus; 

• Assisting with administrative planning, office management, communications, analysis, and writing messages and reports; and  

• Handling ongoing and recurring projects, initiating and completing them as appropriate; 

• Compiling confidential briefing materials to assist the Vice Chancellor with meetings and presentations. 

How you can expect your time to be spent: 

• 50%- Management of the Office of the Vice-Chancellor  

• 35%- Process Management and Administrative Analysis 

• 10%- Financial Management Budgetary and Fiscal Responsibilities  

• 5%- Office of General Counsel Liaison  

What we would like to see from you: 

• Bachelor’s Degree; preferred 

• Strong and demonstrated verbal and written communication and interpersonal skills to work effectively in a sensitive and highly confidential executive environment. 

• Demonstrated high level skill in managing complex and changing calendars and schedules. Skill in revising and prioritizing executive activity to meet urgent requests and shifting priorities. 

• Strong ability to prepare and proof correspondence and reports (including in Microsoft Word and Excel), to review communications in a critical and analytical manner, and respond appropriately and to plan and manage events. 

• Demonstrated, extensive skill in developing and managing paper and electronic systems for communication, tracking and reporting in an environment that demands a high degree of confidentiality, accuracy and timeliness. Ability to systemize information and material that is readily retrievable. 

• High-level skill in executive travel and expense management. Skill in using University electronic systems for travel arrangement, reporting and reimbursement. 

• Strong organizational, planning and logistical management skills for an executive environment, including the ability to anticipate needs and appropriate outcomes. 

• Skill in using presentation software, including PowerPoint. 

• Strong organizational skills to manage multiple projects and perform efficiently and courteously in a fast-paced environment with conflicting priorities and frequent distractions and interruptions. 

• Demonstrated sound judgment and ability to work independently and set priorities and maintainthem while coping with fluctuating workload and completing requirements. 

• Strong interpersonal skills and demonstratedability to build cooperative, effective relationships with campus administration and academic, community, and government leadership. Ability to interact diplomatically with and provide smooth interface among persons from a variety of social, culturaland economic backgrounds in a high volume, continuous public contact setting to create and increase positive attitudes. 

• Skill in handling privileged and sensitive information and situations with discretion and maintainingconfidentiality. 

• Ability to interact diplomatically with, and provide smooth interface among persons from a variety of social, cultural and economic backgrounds in a high volume, continuous public contact setting to create and increase positive attitudes. 

Another Source works with their clients, on a retained project basis. We are committed to building inclusive candidate pools as we partner with hiring teams. Veterans, women, people of color, LGBTQIA+, and people with disabilities are encouraged to apply. As you read through the job posting and review the list of qualifications (required and/or preferred), please do not self-select out if you feel you do not meet every qualification. No one is 100% qualified. We encourage you to apply and share your story with us. 

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