Executive Assistant

Ucsf Medical Center - San Francisco, CA

Full-time - Mid Level

San Francisco, CA

501-1,000 employees

Hospitals

About the position

The Executive Assistant to the Dean at the University of California, San Francisco (UCSF) plays a crucial role in the Dean's Office, overseeing the daily administrative needs and schedule of the Dean with a high degree of autonomy and discretion. This position requires a proactive individual who can act as a problem-solver and coordinator, working closely with a diverse range of personnel including university leaders, faculty, staff, and students. The Executive Assistant will manage a highly complex executive calendar, coordinate meetings, and provide logistical support for various events, ensuring that all necessary materials such as slides, agendas, and refreshments are prepared in advance. In addition to calendar management, the Executive Assistant will handle complex travel logistics, which includes arranging flights, transportation, accommodations, and meeting registrations. The role also involves tracking financial commitments and processing reimbursements. The incumbent will utilize skilled judgment to triage emails and other incoming requests for the Dean, draft written communications, and prepare background materials, talking points, and briefing documents. The Executive Assistant will also maintain the Dean's task lists and take on various ad-hoc projects as needed. This position requires a deep understanding of the Dean's goals and priorities, as well as the School's structure, academic programs, policies, and communication demands. The Executive Assistant must possess a high level of professionalism, confidentiality, and diplomacy, as they will be resolving complex issues that have institution-wide implications. The final salary and offer components for this position are subject to additional approvals based on UC policy, and the role is expected to contribute significantly to the operational success of the Dean's Office.

Responsibilities

• Manage the Dean's complex executive calendar and coordinate meetings.
• Provide on-site logistical support for meetings, including preparing slides, agendas, and refreshments.
• Coordinate complex travel logistics, including arranging flights, transportation, accommodations, and meeting registrations.
• Track financial commitments and process reimbursements for the Dean.
• Triage emails and incoming requests for the Dean with discretion.
• Draft written communications and prepare background materials for the Dean.
• Compose and maintain the Dean's task lists.
• Take on various ad-hoc projects as needed.

Requirements

• Bachelor's degree in a related area and/or equivalent experience/training.
• Minimum 5 years of experience working in a large complex organization supporting an executive.
• Advanced knowledge of the organization's processes, protocols, and procedures.
• Intermediate to advanced knowledge of common organization-specific computer applications.
• Strong analytical and problem-solving skills.
• Political acumen and sensitivity to differing perspectives within the organization.
• Advanced service orientation and strong communication skills, both verbal and written.
• Ability to multi-task and adapt to sudden changes with demanding timeframes.
• Ability to maintain confidentiality and use discretion in all matters.
• Mid-level project management skills.
• Ability to work independently and in a team setting.

Nice-to-haves

• Knowledge of federal regulations such as FERPA.

Benefits

• Comprehensive health insurance coverage.
• Retirement savings plan options.
• Paid holidays and vacation time.
• Professional development opportunities.
• Access to university resources and facilities.