| Job Title | Executive Assistant 3 CX |
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| Job Code | 4702 |
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| Bargaining Unit | CX |
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| FLSA | Exempt |
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| Generic Scope | Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions. |
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| Custom Scope | For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive’s office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Normally, you would use the bargaining unit job code for work covered by the title. If this is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential – meaning employee’s duties normally require access to confidential information which contributes significantly to the development of management’s positions in bargaining or grievances; or 2) the employee is employed outside of California at a location with 100 or fewer employees or 3) Supervisory – supervises employee as regular part of the job duties, then you would be the generic title without the CX ending |
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| Key Responsibilities | Oversees and ensures the daily administrative operations run smoothly for the executive’s office. Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Maintains a comprehensive database of initiatives and assignments, to include actions delegated. Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive. Briefs executives on deadlines and the status of pending issues. Organizes ad hoc committees appointed by the executive on a broad range of issues. Investigates issues and problems; drafts and prepare responses to urgent requests. Prepares responses to urgent divisional requests on behalf of the executive. Prepares confidential reports for senior staff, systemwide and other officials. Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. Handles the details of a variety of matters on behalf of the executive. Implements related business processes. |
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| Education | Bachelor’s degree in related area and / or equivalent experience / training. |
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| Knowledge, Skills and Abilities | Familiarity with the organization’s processes, protocols and procedures. Knowledge of federal regulations such as FERPA. Thorough knowledge of common organization-specific and other computer application programs. Solid analytical / problem-solving skills. Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. Strong service orientation. Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Advising and counseling skills. Ability to multi-task with demanding timeframes. Ability to use high-level discretion and maintain a high level of confidentiality. |
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| Environment | Campus, medical center or other university setting and various external venues. |
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| Career Path | Executive Assistant 4 |
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