Executive Assistant (EXEC AST 3 CX)

Under direction of the Budget Manager, provide principal administrative assistance on matters that are sensitive or complex in nature which require a high level of analytical skill, independence, and initiative in execution and implementation. Provide support to the Associate Dean of Graduate Students, Associate Dean of Graduate Programs and Assistant Dean of Graduate Studies as needed. Maintain confidentiality of issues and materials reviewed and exercise a high level of discretion and judgment in dealing effectively with all parties. Apprise the senior leadership of important evolving situations and deliver daily briefings on status of issues and impending deadlines. Provide coordination, drafting and editing of correspondence, presentation and comprehensive reports. Assist with management of communications including communicating and consulting with deans on internal and external administrative and policy matters requiring action and facilitating the execution for resolution. Manage and coordinate special projects. Coordinate travel. Work closely with and represent the Vice Provost/Dean and Associate/Executive Assistant Deans to senior university administrators, officers at other UC campuses, UC Office of the President, graduate program chairs, graduate advisors, faculty, staff, students, graduate coordinators, advisory boards, donors, general public, delegates from visiting national and international universities and various campus committees. Independently responsible for administrative, analytical and project management support relating to the deans' responsibilities, and understand the requirements of the executives in order to prioritize activities according to urgency and need. Investigate questions and issues that may occur within the day-to-day and ongoing functions of the office in order to keep the Vice Provost/Dean fully informed about mission critical topics. Work on other projects as needed. Mandatory participation in all Tier 1 events.

Apply By Date: April 28, 2026

Qualifications

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Bachelor's degree in related area and / or equivalent experience / training

• Experience providing executive level support in a complex, high-level executive office in higher education that requires interpersonal and communication skills to create and maintain professional collaborative working relationships and to interact with faculty, staff, students, the public and persons at all levels on the hierarchy (nationally and internationally).

• Experience managing electronic calendars; scheduling and coordinating large, complex meetings, conferences, travel and event planning for highly visible, politically sensitive events.

• Professional experience and political acumen to handle sensitive or difficult situations diplomatically, represent high-level executives with tact and discretion, and work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.

• Experience writing, editing and proofreading to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office; produce clear, well organized information; and use correct grammar, spelling, punctuation and content.

• Coordinate with the strategic initiatives and communications unit as necessary.

• Experience with Zoom/Hybrid meetings and knowledge of IT/AV in conference rooms in Walker Hall to set up meetings for Senior Leadership.

• Experience using computer skills to apply various software programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish assignments with reasonable speed and accuracy.

• Knowledge of website editing including building web forms.

• Organizational and time-management skills to coordinate details of multiple projects simultaneously while working in a fast-paced environment with constantly shifting priorities meeting tight deadlines.

Preferred Qualifications

• Experience working with complex information; determining level and scope of impact, identifying risks, evaluating a range of approaches and developing solutions within the context of priorities, time constraints, and available resources.

• Experience with UC Davis software systems such as AggieTravel.

• Professional interpersonal and communications skills to foster an open and welcoming office environment.

• Knowledge of University of California policies, including policies and procedures related to UC Davis, to interpret inquiries and requests to formulate appropriate action or response.

• Familiarity with campus-wide offices, administrative contacts, campus structure and resources.

• Analytical and evaluative skills to research and logically assess data, identify anomalies, trends, generate alternatives and recommend and implement course of action in addressing a variety of complex issues.

• Proven independent project management skills.

Key Responsibilities

• 60% - Executive Support

• 30% - Project Support and Analysis

• 10% - Oversight of Activities

Department Overview

Graduate Studies (GS) advocates on behalf of graduate students and postdoctoral scholars, supports the faculty and staff engaged in delivering graduate education, and administers academic and administrative policies affecting graduate students and postdoctoral scholars that foster a culturally and intellectually diverse environment characterized by high academic standards. Graduate Studies at UC Davis includes more than 100 dynamic degree programs, and a diverse and interactive global student. The division of Graduate Studies (GS) embraces and values diversity, equity, and inclusion (DEI).

We are committed to employing and retaining a diverse workforce and have programs and policies in place to ensure all employees can succeed regardless of race, color, national origin, religion, sex, gender expression, gender identity, gender transition status, pregnancy, physical or mental disability, medical condition, genetic information, ancestry, marital status, age, sexual orientation, citizenship, or service in the uniformed services, including protected veterans. In acknowledgement of historical and current injustices faced by marginalized members of our global UC Davis community. We are rmly committed to supporting our Principles of Community and applying tenets of diversity, equity, and inclusion into every aspect of our everyday work and organizational culture.

POSITION INFORMATION

• Salary or Pay Range: $74,211.86 - $112,481.40/year

• Salary Frequency: Annual

• Salary Grade: STEPS

• UC Job Title: EXEC AST 3 CX

• UC Job Code: 004702

• Number of Positions: 1

• Appointment Type: Career

• Percentage of Time: 100%

• Shift (Work Schedule): M-F, 8:00am - 5:00pm

• Location: Davis, CA

• Union Representation: Yes - CX

• Benefits Eligible: Yes

• This position is 100% on-site Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or BenefitsSummary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

• High quality and low-cost medical plans to choose from to fit your family's needs

• UC pays for Dental and Vision insurance premiums for you and your family

• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave

• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement

• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement

• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement

• Access to free professional development courses and learning opportunities for personal and professional growth

• WorkLife and Wellness programs and resources

• On-site Employee Assistance Program including access to free mental health services

• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage

• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles

• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours

• Walking - Occasional Up to 3 Hours

• Sitting - Frequent 3 to 6 Hours

• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours

• Lifting/Carrying 26-50 lbs - Never 0 Hours

• Lifting/Carrying over 50 lbs - Never 0 Hours

• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours

• Pushing/Pulling 26-50 lbs - Never 0 Hours

• Pushing/Pulling over 50 lbs - Never 0 Hours

• Bending/Stooping - Occasional Up to 3 Hours

• Squatting/Kneeling - Occasional Up to 3 Hours

• Twisting - Occasional Up to 3 Hours

• Climbing (e.g., stairs or ladders) - Never 0 Hours

• Reaching overhead - Occasional Up to 3 Hours

• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Environmental Demands

• Chemicals, dust, gases, or fumes - Never 0 Hours

• Loud noise levels - Never 0 Hours

• Marked changes in humidity or temperature - Never 0 Hours

• Microwave/Radiation - Never 0 Hours

• Operating motor vehicles and/or equipment - Never 0 Hours

• Extreme Temperatures - Never 0 Hours

• Uneven Surfaces or Elevations - Never 0 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours

• Complex problem solving/reasoning - Occasional Up to 3 Hours

• Ability to organize & prioritize - Frequent 3 to 6 Hours

• Communication skills - Frequent 3 to 6 Hours

• Numerical skills - Occasional Up to 3 Hours

• Constant Interaction - Frequent 3 to 6 Hours

• Customer/Patient Contact - Frequent 3 to 6 Hours

• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.