Executive Assistant to the COO - 132043

Executive Assistant to the COO - 132043

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Job Description

Filing Deadline : Thu 9 / 26 / 2024

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and / or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment : Apply by 09 / 10 / 2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 09 / 19 / 2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

A COVER LETTER IS REQUIRED FOR A COMPLETE APPLICATION. APPLICATIONS WITHOUT A COVER LETTER WILL NOT BE CONSIDERED.

DEPARTMENT OVERVIEW

Birch Aquarium at Scripps is a non-profit exploration center for Scripps Institution of Oceanography at UC San Diego. The aquarium showcases over 60 habitats of fish and invertebrates.

The interactive museum features research discoveries by Scripps scientists and engages visitors of all ages.

Our goal is to promote conservation efforts that protect our ocean planet. We educate visitors on how our world works and inspire them to become stewards of the planet.

Our conservation efforts are based on scientific research, and we aim to connect people with nature and with a shared sense of responsibility to care for our planet Earth.

Website : aquarium.ucsd.edu

Location : 2300 Expedition Way, La Jolla, CA 92037 .

POSITION DESCRIPTION

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.

QUALIFICATIONS

Experience providing high-level administrative support to complex organizations.

Proven ability to maintain confidentiality with sensitive financial, payroll, and personnel information.

Experience in event planning and staging small to medium size events.

Skill in locating, analyzing, and synthesizing information, and presenting data effectively using various formats and resources.

Proficient in using personal computers and software, including MS Office, Google Apps, AI, and data processing tools.

Ability to implement productivity-enhancing systems, particularly in communication, reporting, and calendaring.

Exceptional interpersonal skills with the ability to exercise tact, diplomacy, and mature judgment, fostering positive relationships and teamwork.

Strong verbal communication skills to interact effectively and professionally across diverse backgrounds, in person, writing, phone, and email.

Strong organizational skills with the ability to prioritize tasks, manage multiple projects, and meet deadlines under pressure

Ability to work independently with minimal supervision, demonstrating initiative, sound judgment, and adaptability to changing priorities.

Demonstrated ability to compose, edit, and proofread written materials, ensuring clarity, proper grammar, and concise expression.

SPECIAL CONDITIONS

Job offer is contingent on clear Background Check.

Occasional overtime and / or evenings / weekends may be required.

Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training will be required.

Must meet CANRA compliance requirements per the California Child Abuse and Neglect Reporting Act ("CANRA," Penal Code sections 11164-11174.4).

Pay Transparency Act

Annual Full Pay Range : $40,700 - $85,295 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent : $19.49 - $40.85

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs.

The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time.

Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors.

For more information, please visit UC San Diego Principles of Community .

UC San Diego is an Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit : https : / / policy.ucop.edu / doc / 4010393 / PPSM-20

For the University of California's Anti-Discrimination Policy, please visit : https : / / policy.ucop.edu / doc / 1001004 / Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page.

We look forward to hearing from you!

Apply Online

Payroll Title : BLANK AST 3

BLANK AST 3

Department : AQUARIUM-MUSEUM

AQUARIUM-MUSEUM

Hiring Pay Scale

$29.92-$34.97 / Hour

Worksite : Appointment Type :

Appointment Type : Career

Career

Appointment Percent :

100%

Union : CX Contract

CX Contract

Total Openings : Work Schedule :

Work Schedule :

Days, 8 hrs / day, Monday-Friday from 8 : 30 a.m. - 5 : 00 p.m. (Hybrid s

Click Here to

Apply Online

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Executive Assistant to the COO - 132043

Share link. Copy this URL

La Jolla, CA

Posted

9 / 6 / 2024

Job Reference #

132043

context" : "https : / / schema.org","@type" : "JobPosting","datePosted" : "2024-09-06","description" : "

Payroll Title : BLANK AST 3

BLANK AST 3

Department : AQUARIUM-MUSEUM

AQUARIUM-MUSEUM

Hiring Pay Scale

$29.92-$34.97 / Hour

Worksite : Appointment Type :

Appointment Type : Career

Career

Appointment Percent :

100%

Union : CX Contract

CX Contract

Total Openings : Work Schedule :

Work Schedule :

Days, 8 hrs / day, Monday-Friday from 8 : 30 a.m. - 5 : 00 p.m. (Hybrid s

132043 Executive Assistant to the COO

Filing Deadline : Thu 9 / 26 / 2024

Apply Now

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and / or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment : Apply by 09 / 10 / 2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 09 / 19 / 2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

A COVER LETTER IS REQUIRED FOR A COMPLETE APPLICATION. APPLICATIONS WITHOUT A COVER LETTER WILL NOT BE CONSIDERED.

DEPARTMENT OVERVIEW

Birch Aquarium at Scripps is a non-profit exploration center for Scripps Institution of Oceanography at UC San Diego. The aquarium showcases over 60 habitats of fish and invertebrates.

The interactive museum features research discoveries by Scripps scientists and engages visitors of all ages.

Our goal is to promote conservation efforts that protect our ocean planet. We educate visitors on how our world works and inspire them to become stewards of the planet.

Our conservation efforts are based on scientific research, and we aim to connect people with nature and with a shared sense of responsibility to care for our planet Earth.

Website : aquarium.ucsd.edu

Location : 2300 Expedition Way, La Jolla, CA 92037 .

POSITION DESCRIPTION

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.

QUALIFICATIONS

Experience providing high-level administrative support to complex organizations.

Proven ability to maintain confidentiality with sensitive financial, payroll, and personnel information.

Experience in event planning and staging small to medium size events.

Skill in locating, analyzing, and synthesizing information, and presenting data effectively using various formats and resources.

Proficient in using personal computers and software, including MS Office, Google Apps, AI, and data processing tools.

Ability to implement productivity-enhancing systems, particularly in communication, reporting, and calendaring.

Exceptional interpersonal skills with the ability to exercise tact, diplomacy, and mature judgment, fostering positive relationships and teamwork.

Strong verbal communication skills to interact effectively and professionally across diverse backgrounds, in person, writing, phone, and email.

Strong organizational skills with the ability to prioritize tasks, manage multiple projects, and meet deadlines under pressure

Ability to work independently with minimal supervision, demonstrating initiative, sound judgment, and adaptability to changing priorities.

Demonstrated ability to compose, edit, and proofread written materials, ensuring clarity, proper grammar, and concise expression.

SPECIAL CONDITIONS

Job offer is contingent on clear Background Check.

Occasional overtime and / or evenings / weekends may be required.

Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training will be required.

Must meet CANRA compliance requirements per the California Child Abuse and Neglect Reporting Act ("CANRA," Penal Code sections 11164-11174.4).

Pay Transparency Act

Annual Full Pay Range : $40,700 - $85,295 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent : $19.49 - $40.85

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs.

The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

Apply Now

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time.

Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors.

For more information, please visit UC San Diego Principles of Community .

UC San Diego is an Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit : https : / / policy.ucop.edu / doc / 4010393 / PPSM-20

For the University of California's Anti-Discrimination Policy, please visit : https : / / policy.ucop.edu / doc / 1001004 / Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

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