The Executive Assistant (EA) provides comprehensive support to the UCSF Real Estate leadership team, including the Senior Associate Vice Chancellor, Vice President UCSF Health, Associate Vice Chancellors, Executive Directors, and Campus Building Official. Working within a team of administrative staff, the EA supports the department's mission and goals, requiring coordination and collaboration with all levels of the University and external agencies. The role demands flexibility, tact, and confidentiality, with responsibilities ranging from managing complex calendars to organizing meetings and events and overseeing communications and approvals according to UC policy. Primary Duties: Arrange meetings with confidentiality, tact, and discretion, prioritizing accordingly for internal and external participants. Manage executives' time, schedules, appointments, and correspondence effectively. Organize and provide relevant background and informational material for meetings attended by the executive team. Coordinate logistics for meetings and events, including catering, room reservations, and audio/visual requirements. Manage travel and conference logistics, including expense reimbursement requests. Exercise independent judgment and decision-making to accomplish objectives requiring sensitivity and thorough knowledge of operational policies and procedures. Proactively communicate with executives to confirm priorities, capture deliverables, and organize scheduling. Maintain executive memberships, subscriptions, and professional affiliations. Research UCOP and UCSF policies, interpreting and informing executives and staff as needed. Proficient in UCOP and UCSF policies and guidelines, including travel, gifts, meetings, and entertainment. Familiarity with UCSF business systems, including BearBuy, MyExpense, Trello, Microsoft Suite, Connexis, and others as applicable. Customer Service and Teamwork: Collaborate with internal and external groups to provide information and support to the organization. Provide backup support to administrative team to support executives as needed. Work as part of a team to assist staff with processing travel, expense vouchers, and additional approval requests. Maintain reports and files of approved documents with an understanding of records management strategies. Provide operational support for tasks such as supply organization, courier services, procurement, and invoicing. Participate in organizing events and provide onsite support as needed. Triage and disseminate incoming inquiries, routing urgent confidential calls/emails expeditiously to the appropriate source with follow-through and success. The hourly compensation range for this role is $29.31 - $62.54 . An offer will take into consideration the experience of the final candidate, position requirements, AND the current salary level of individuals working at UCSF in a similar role.
For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.
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