EXECUTIVE & ADMINISTRATIVE ASSISTANT

University of California, Davis - California (30+ days ago)4.3


THIS POSITION IS LOCATED ON ORCAS, ISLAND IN WASHINGTON STATE'S SAN JUAN ISLANDS.

Under direction of the Regional Director, provide day-to-day administrative support to the SeaDoc Society. Responsible for executive administrative support including managing calendars, coordinating meeting logistics, and recording meeting minutes. Arrange travel and process reimbursements. Order office supplies. Coordinate building repairs and vehicle (boat) maintenance and licensing.

Physical Demands:
Extended periods of time sitting or standing at a computer.

Lifting or moving boxes/materials weighing up to 25 lbs.

Work Environment:
Current driver's license is required.

The position is located on a small, ferry-served island in the San Juan Archipelago; work takes place not only in the San Juan Islands but also the Greater Seattle/Vancouver area.
Potential for frequent traveling between the San Juan Islands and the mainland.

Occasional travelling to California to attend UC Davis and School of Veterinary Medicine events, conferences, etc.

Share an office space with frequent interruptions.

Maintain flexible hours and work occasional overtime to meet operational needs and support events, including lunch hours, evenings, overnight travel, weekends and holidays, for both planned and unplanned project needs

Restrict vacation when necessary during peak periods.

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.

Background Check Required:

This position is a critical position and subject to a background check. Employment is contingent upon successful completion of background investigation including criminal history and identity checks.
Yes

Qualifications

Minimum Qualifications:
Experience performing administrative support functions at the executive level.

Experience coordinating events for small and large groups, including venue selection and rental, catering, developing invitation lists, distributing invitations and coordinating all event logistics.

Communication and interpersonal skills to effectively interact and communicate with all levels of faculty, students and staff, verbally and in writing.

Organizational skills to coordinate large volumes of work, establish priorities, and meet deadlines.

Organizational and analytical experience coordinating the details of complex projects.

Teamwork skills to facilitate positive interactions.

Planning and time management skills.

Skills to resolve issues and correct discrepancies.

Skills to produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics.

Typing/keyboarding and proofreading skills to perform accurate work (including grammar and punctuation) in a neat, professional format.

Strong computer skills with proficiency in applications such as Microsoft Word, Excel, PowerPoint, spreadsheets and database programs such as Salesforce, Access, Emma, e-mail programs and on-line calendars.

Data-entry experience to input and maintain information in the accounting system.

Preferred Qualifications:
Experience coordinating foreign and domestic travel.

Experience with general accounting principles.

Analytical capacity for evaluating information and applying appropriate principles to accurately record data and retrieve information.

An interest in the ocean, marine ecosystems and place-based conservation.

Familiarity with the Pacific Northwest, Salish Sea, and the national ocean-related philanthropic and grantor community.