University of California - San Diego, CA
posted about 2 months ago
The Executive Administrative Assistant to the Chief Operating Officer (COO) is a pivotal role that combines high-level administrative support with operational management, analytical prowess, work direction responsibilities, and project execution. This position requires a consummate professional who can adeptly juggle multiple priorities while maintaining a keen eye for detail and unwavering discretion. At the core of this role is the responsibility to manage the COO's intricate schedule, ensuring optimal time management and seamless coordination of appointments. The assistant will be entrusted with arranging complex meetings, preparing comprehensive briefing materials, and handling sensitive correspondence. They will serve as the primary point of contact for the COO, skillfully prioritizing and addressing incoming communications and administrative matters. The position demands a proactive approach to operational management, overseeing the daily functions of the Executive Office and continually seeking ways to enhance efficiency. This includes coordinating special events, liaising with various stakeholders, and managing office resources. The assistant will be expected to implement new procedures and methods to streamline operations and improve overall effectiveness. Analytical skills are crucial in this role, as the assistant will be called upon to perform in-depth analyses of administrative issues, prepare detailed reports, and offer policy recommendations. They will contribute to long-range planning activities and support the implementation of office initiatives, tracking progress to ensure objectives are met. Guides and mentors junior administrative staff. This involves conducting training sessions, performing regular evaluations, and fostering a collaborative work environment that promotes professional growth and effective teamwork. Additionally, the Executive Administrative Assistant will manage special projects assigned by leadership. This entails analyzing complex problems, developing solutions, and overseeing the implementation of various programs and initiatives. The ability to coordinate all aspects of these projects, from data collection to stakeholder communication, is essential. The ideal candidate for this position will possess exceptional organizational skills, demonstrate strong initiative, and excel in both written and verbal communication. They must be adept at handling confidential information with the utmost discretion and proficient in using office software, including SAP Concur for travel and expense management. This role offers a unique opportunity to work closely with senior leadership, providing crucial support that directly impacts the organization's operations and success. The Executive Administrative Assistant to the COO will be a key player in ensuring the smooth functioning of the executive office, contributing significantly to the efficiency and effectiveness of the leadership team.