Executive Assistant and Operations Analyst

$69,500 - $85,000/Yr

University of California - Irvine, CA

Full-time - Mid Level

Irvine, CA

Educational Services

About the position

The Executive Assistant and Operations Analyst position at the University of California, Irvine (UCI) is a vital role that provides comprehensive administrative support to the Museum Director of the Langson Institute and Museum of California Art (Langson IMCA). This position is designed for an individual who exhibits a commitment to integrity and excellence, coordinating both daily and long-range activities of the Museum Director. The role involves triaging incoming matters, responding independently on behalf of the Museum Director, and ensuring effective communication with strategic partners to enhance the visibility of the IMCA. The Executive Assistant will also handle inquiries from faculty, staff, students, and the public regarding organizational operations, policies, and procedures. In this role, the Executive Assistant will oversee the daily administrative operations of the Museum Director's office, ensuring that all tasks are executed smoothly and efficiently. This includes managing a complex calendar filled with frequent changes and conflicting priorities, acting as a gatekeeper to prioritize issues based on urgency, and allocating time for scheduled events, travel, and meetings. The position requires the ability to brief the Museum Director on deadlines and the status of pending issues, as well as collaborating with other staff and stakeholders on various assignments to support the museum's operational efficiency. The ideal candidate will possess strong analytical skills and the ability to provide executive-level support while exercising discretion in handling sensitive and confidential matters. The role demands good judgment in selecting methods and techniques for obtaining solutions to complex organizational issues. Additionally, the Executive Assistant will be responsible for developing new projects, policies, or procedures for potential implementation within the museum's framework.

Responsibilities

• Provide administrative oversight of responsibilities associated with the Museum Director.
• Coordinate daily and long-range activities of the Museum Director.
• Triage incoming matters and respond independently on behalf of the Museum Director.
• Support strategic partner communications to ensure timely and accurate IMCA visibility.
• Respond to inquiries from faculty, staff, students, and the public regarding organization operations, policies, and procedures.
• Oversee daily administrative operations of the Museum Director's office.
• Manage the Museum Director's complex calendar with frequent changes and conflicting priorities.
• Act as a gatekeeper to prioritize issues according to urgency and allocate time for scheduled events, travel, and meetings.
• Brief Museum Director on deadlines and the status of pending issues.
• Collaborate with other staff and stakeholders on various assignments to support efficient operations of the museum organization.
• Provide proactive, responsive, and effective executive-level support while exercising discretion in handling sensitive matters.
• Research, analyze, and develop solutions to a wide range of issues.
• Demonstrate good judgment in selecting methods and techniques for obtaining solutions.
• Develop new projects, policies, or procedures for possible implementation.

Requirements

• Demonstrated ability to exercise discretion, sound judgement, and maintain strict confidentiality regarding sensitive issues.
• Organizational skills to independently prioritize, manage, and complete multiple administrative and financial tasks.
• Ability to analyze, track, monitor and reconcile financial information and format into reports.
• Demonstrated experience providing analytical and executive level administrative support to a high-level administrator.
• Ability to independently anticipate problems and issues, determine appropriate solutions, and take action to mitigate potential negative effects.
• Punctuality, accuracy, sensitivity to cultural differences, and ability to work collaboratively.
• Skill and experience to independently analyze, develop, and manage administrative operations and special projects.
• Experience in communicating via telephone, email, and in person in a confidential, comprehensive, tactful and professional manner.
• Demonstrated ability to analyze and implement university policies, procedures, and practices.
• Skill to operate a personal computer and use word processing, spreadsheet, database, presentation, calendar management, email communication, and internet browser software.

Nice-to-haves

• Familiarity with UCI administrative organization and leadership.
• Knowledge of university policies, procedures and practices.
• Experience using UCI online administrative applications, including KFS, PAL, Microsoft, Data Warehouse, and UC Learning Center.
• Experience working in a museum.

Benefits

• Health insurance
• Retirement plan