"Executive Assistant 3"

About the Job

The Executive Assistant 3 provides high-level executive support to the Chancellor and the Chancellor's Office at UC Merced, ensuring the smooth operation and professionalism of a dynamic and high-profile office. Reporting to the Administrative Operations Manager and Senior Executive Assistant to the Chancellor, this position is responsible for independently managing a broad range of administrative, operational, and special project activities. The Executive Assistant serves as a primary liaison with senior University officials, external stakeholders, and community leaders, exercises a high degree of judgment, diplomacy, and confidentiality, and contributes to the efficiency and effectiveness of the office. Responsibilities include handling highly confidential information, including sensitive information regarding bargaining unit issues, grievances, and complaint resolution, managing complex schedules, overseeing communication, coordinating executive recruitment activities, organizing events, and ensuring compliance with University policies.

KEY RESPONSIBILITIES:

1. Executive Support and Operations Management: Serve as the primary administrative gatekeeper for the Chancellor and Assistant/Associate Chancellor and Chief of Staff (ACCOS), triaging requests, prioritizing issues, and managing access to maximize the Chancellor's and ACCOS's effectiveness. Manage the Chancellor's complex calendar, schedule internal and external meetings, coordinate logistical needs, and facilitate the seamless flow of information. Provide comprehensive briefings, prepare and maintain executive materials, and ensure the Chancellor and ACCOS are equipped for meetings, events, and strategic initiatives. Handle sensitive and confidential correspondence, manage executive records, and ensure operational integrity across all functions of the Chancellor's Office.
2. Front Office and Communication Management: Serve as the initial point of contact for the Chancellor's Office, providing professional and responsive experience for internal and external constituencies. Respond to inquiries from faculty, staff, students, parents, community members, and external agencies with a high level of discretion and knowledge of University policies. Oversee front office operations, manage correspondence, ensure timely mail distribution, and maintain supply inventories and office equipment. Take and summarize meeting minutes, prepare action plans, and track deliverables arising from executive and bargaining meetings.
3. Travel and Finance Administration: Independently coordinate complex domestic and international travel arrangements for the Chancellor and ACCOS. Prepare, audit, and submit travel and entertainment reimbursements, ensuring compliance with University financial policies and timelines. Manage aspects of the Chancellor's Office budget, including procurement of goods and services, reconciliation of financial records, and resolution of vendor concerns. Meeting and Event Coordination. In coordination with the Events and University Residence Manager, assist in the planning, coordination, and execution of complex conferences, meetings, receptions, and events for the Chancellor's Office, ensuring logistical excellence. Arrange facilities, catering, technical support, collateral material preparation, and coordinate all aspects of guest services.
4. Special Projects, Recruitment Coordination, and Ad Hoc Assignments: Support executive recruitment processes in collaboration with other executive assistants across campus, ensuring seamless coordination, interview scheduling, and communication with candidates. Research, compile, and synthesize data for reports, strategic planning documents, and executive presentations. Update and maintain standard operating procedures for the Chancellor's Office and assist with the onboarding of new staff members. Represent the Chancellor's Office at meetings as needed and manage follow-up on action items to ensure timely execution.
5. Records and Information Management: Maintain and safeguard highly sensitive and confidential information in compliance with University policies. Oversee proper document retention, secure storage, and the retrieval of executive records to ensure accessibility and confidentiality standards are met. Safeguard information related to bargaining unit actions, proposals, and grievances, and disseminate information to key stakeholders using the utmost discretion.
6. Government Relations Support: Provides administrative support for the Government Relations professional staff as needed.

Hiring Range

The salary range the University reasonably expects to pay for this position is $73,600 - $88,600.

Qualifications

• Bachelor's degree or equivalent experience/training.
• Three (3) years of directly related progressively responsible experience as an administrative or executive assistant, preferably in higher education, or a combination of education, training, and experience.
• Thorough knowledge in administrative procedures and processes, common computer applications programs such as MS Word, Excel, PowerPoint, and Outlook. Ability to learn campus specific software and computer applications.
• Requires strong verbal and written communication skills, active listening, critical thinking, multitask and time management skills. Must be able to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies.
• Familiarity with campus processes, protocols and procedures.
• Ability to multi-task with demanding time frames and deadlines; ability to juggle multiple calendars with shifting priorities and applying independent judgment.
• Ability to use high-level discretion and maintain a high level of confidentiality, including managing sensitive and confidential information regarding bargaining unit issues.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the campus as well as the Office of the President and external constituencies.

Job Closing Date: Initial application review will take place around December 15, 2025 although first interviews will not take place until the week of January 5th, 2026. This position has an on-site (campus) work modality expectation.

How to Apply: To apply, visit this link