Executive Assistant

The University of California, San Diego is a student-centered, research-focused, service-oriented public institution that provides opportunity for all. Recognized as one of the top 15 research universities worldwide, a culture of collaboration sparks discoveries that advance society and drive economic impact.

The employee in this position will provide executive-level administrative support to the Director of the Design Lab, primarily, the Associate Directors secondarily, and assist with other administrative duties for the Lab. This includes support in the areas of administration, communications, general office support, fiscal duties, special events, and University relations activities including managing complex calendars and scheduling meetings, activities, and travel arrangements. Incumbent will coordinate relations with faculty, staff, students, private industry, and governmental organizations and independently take initiative to solve all issues and problems that arise. The Executive Assistant works closely with the Director, Associate Directors and co-Directors, and Program Manager to prioritize and coordinate tasks. In addition, the Executive Assistant will work closely with the Associate Directors and Program Manager on special projects of a complex nature and in the planning of unit goals. All of these duties require the use of tact, strict confidentiality in the handling of sensitive information, independent judgment, discretion, organizational skills, flexibility, documentation of issues and outcomes, and follow-through. Must be able to work overtime as needed. Must be willing to adjust hours according to Director's schedule.

* Experience performing executive-level administrative duties in support of faculty or high level administrator, including managing complex calendar, coordinating travel arrangements, scheduling meetings. etc. * Demonstrated ability to analyze, formulate solutions, and resolve problems in the absence of higher authorities while maintaining professional relationships. * Ability to work with little supervision, provide feedback, and manage time to meet deadlines when assigned a task. * Ability to present a positive impression while interacting professionally with a diverse population (e.g. faculty, staff, students, industry representatives, etc.). * Ability to adjust to shifting priorities and work under short deadline situations while maintaining composure * Strong written communications skills with the proven ability to compose independent correspondence, edit and proofread letters, memos, and reports using correct rules of punctuation, grammar, and style. * Strong verbal communication skills on the phone and in person with the ability to clearly explain and articulate information professionally and accurately. Strong interpersonal skills, including using tact, diplomacy and discretion when communicating with faculty, staff, students and outside visitors. * Strong coordination skills with prior experience preparing travel arrangements. * Ability to learn and apply University and departmental policies and procedures (e.g. prepare travel and entertainment forms with the knowledge of UCSD policies and procedures as they relate to travel and campus services). * Demonstrated ability to keep accurate, orderly files and records. * Ability to be assertive and command attention to tasks that need to be completed by the Director. * Demonstrated experience using software tools: Microsoft Office (and Google Docs and Apple OS equivalents). Skills with software communication tools, including various email, messaging, and other new modern workflow systems. * Ability to research, gather, and organize information to produce concise reports, using databases and other data sources. * Basic knowledge of accounting and mathematical skills needed to perform calculations using percentages and decimals, and ability to recognize errors and/or discrepancies and take administrative action to correct. * Knowledge and comfortable use of spreadsheets. * Ability to handle confidential items with tact, sensitivity and diplomacy.