University of California, San Francisco · 5 hours ago
Executive Assistant
San Francisco, CA
Full-time
Onsite
Senior Level
5+ years expThe University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide. They are seeking an Executive Assistant to oversee the Director’s and leadership team’s daily administrative needs, manage complex scheduling, and provide logistical support for meetings and travel arrangements.
AssociationBiotechnologyEducationMedicalPharmaceutical
Responsibilities
Independently coordinates and manages a broad range of confidential, complex, and high-level issues related to the Director’s schedule and his leadership team
Heavy scheduling of a variety of short and long-term meetings which involve details that require independent analysis and decision making
Manages the travel plans and expenses and invited guests; process travel plans, including securing airfare and hotel accommodations and prepare and process appropriate paperwork associated with travel; reconcile travel and expense transactions and reimbursements in accordance with university policies
Serves as the point of contact for most Director’s and his leadership meetings
Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly
In coordination with leadership team, monitors QBI’s activities and commitments and independently analyzes issues that may affect the ORU
Reschedule meetings at a moment’s notice to accommodate for time-sensitive meetings
Functions as a liaison and supports the coordination and maintenance of communication and information for the QBI leadership team
Researches, compiles and summarizes complex and / or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive and QBI leadership team
Briefs executive and QBI leadership in a timely fashion, with regard to priorities and deadlines, on the status of pending issues
Ensures that the Director and his leadership team are prepared for every meeting and event with appropriate briefing materials, speaking points, location, and other important details
Coordinates information from other units and tracks to ensure completion with sufficient time for executive review in advance of meetings
Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries
Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses
Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices
Responds to a wide variety of questions and issues from faculty, staff, students and external partners, including those highly sensitive in nature
Forwards issues to appropriate parties for resolution
Reviews correspondence, annotating, triaging, and responding independently as appropriate
Drafts written communications and materials, including emails, briefings, executive summaries, letters, etc
Provides timely responses
Handles the details of complex and highly sensitive matters on behalf of the executive
Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy
Qualification
Required
Bachelor's degree in a related field and/or equivalent experience or training
Minimum of 5 years of experience providing executive-level administrative support
Advanced knowledge of organizational processes, protocols, and procedures
Intermediate to advanced proficiency with organization-specific computer applications
Strong analytical and problem-solving skills
Advanced service orientation with a high degree of professionalism
Excellent written and verbal communication skills, with the ability to communicate and influence effectively at all levels, including staff, faculty, alumni/donors, students, and external constituents
Advanced writing, proofreading, and editing skills
Demonstrated ability to manage multiple priorities in fast-paced, demanding environments and adapt to changing priorities
Proven ability to exercise a high level of discretion and maintain strict confidentiality
Mid-level project management skills
Ability to work independently as well as collaboratively in a team-based environment
Preferred
Knowledge of University-specific computer application programs
Knowledge of department, organization, and University policies, procedures, and directives
Knowledge of departmental and school/college general and major course requirements
Prior experience with undergraduate or graduate-level curricular affairs
Prior event planning experience
Company
University of California, San Francisco
University of California, San Francisco is an educational institution that focuses on medical courses.
10001+ employees
H1B Sponsorship
University of California, San Francisco has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (365)
2024 (342)
2023 (308)
2022 (306)
2021 (241)
2020 (268)
Funding
Current Stage
Late StageTotal Funding
$52.45MKey Investors
California Institute for Regenerative MedicineBaldrick's FoundationNational Institute on Aging
2025-01-30Grant· $11.9M
2023-11-21Grant
2023-10-03Grant
Leadership Team
Pamela Hudson
Chief Operating Officer | Center for Digital Health Innovation
Jimmie Ye
Professor
Recent News
2026-01-13
2026-01-06
2026-01-05
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