Executive Assistant to the Department Chair (BLANK AST 3)

$59,259 - $84,926/Yr

University of California - Davis, CA

Full-time - Entry Level

Davis, CA

Educational Services

About the position

The Executive Assistant to the Department Chair at UC Davis provides essential executive administrative support to the Department of Human Ecology. This role involves managing calendars, coordinating travel, preparing meeting materials, and assisting with academic personnel actions. The position requires strong organizational skills and the ability to handle multiple tasks efficiently while supporting the department chair and contributing to various special projects.

Responsibilities

• Manage calendars and schedules for the department chair.
• Prepare itineraries and materials for meetings and presentations.
• Coordinate travel arrangements and handle associated reimbursements.
• Plan and provide support for special projects and committee work.
• Prepare meeting minutes and manage deadlines.
• Assist with academic personnel actions, including recruitment notices and candidate interviews.
• Conduct faculty review discussions and assist with dossier preparation.

Requirements

• Experience in an administrative role performing executive support functions in a customer-oriented office environment.
• Experience managing complex calendars and schedules, including creating and updating calendar invites.
• Experience with planning events and coordinating meeting logistics, including online and hybrid meetings.
• Proficiency in Microsoft Office suite or similar office software.
• Ability to analyze complex information and derive logical conclusions for prioritization and conflict resolution.
• Strong organizational and time management skills to establish goals and manage deadlines.
• Excellent writing, editing, and proofreading skills, along with strong oral and written communication skills.

Nice-to-haves

• Experience researching, analyzing, and compiling data to prepare reports.
• Familiarity with UCD system applications such as Aggie Enterprise and Recruit.
• Experience working in a university environment.
• Experience with event planning and academic personnel policies.
• Project management skills to analyze and assess problems and evaluate needs.

Benefits

• High quality and low-cost medical plans.
• Dental and vision insurance premiums covered for eligible roles.
• Extensive leave benefits including pregnancy and parental leave.
• Paid holidays and time off as per UC Davis policies.
• Continuing education allowance and reimbursement programs.
• Access to free professional development courses.
• WorkLife and wellness programs.
• On-site Employee Assistance Program for mental health services.
• Supplemental insurance options including life and disability insurance.
• Public Service Loan Forgiveness Qualified Employer status.
• Retirement benefit options including pension and savings plans.