Executive Assistant
Job Summary A key member of the Quantitative Biosciences Institute's leadership support team, oversees the Director's and leadership team's daily administrative needs and schedule and functions with a high degree of autonomy and utmost discretion. The incumbent will act in a problem-solving and coordinating role in support of the Director and his leadership team working with a wide variety of personnel, internally and externally, including University leaders, faculty, staff, and students.
Key areas of responsibility include: managing a complex executive calendars and meeting coordination; providing on-site logistical support for meetings (slides, agendas, refreshments, video teleconferencing, etc.); coordinating complex travel logistics (includes arranging flights, transportation,
lodgings, meeting registrations and keeping track of financial commitments and processing/tracking reimbursements); using skilled judgment and discretion in triaging emails and other incoming requests for the Director and QBI leadership team; drafting written communications and materials; provide background materials, talking points, and briefing materials for the Director, and composing and maintaining the Director's task lists. The incumbent will take on a variety of ad-hoc projects as needed.
Responsibility for providing high executive level of support and for directing inquiries to appropriate resources or contact as needed requires an understanding of Director's goals and priorities, and a thorough
understanding of the QBI's structure, academic programs, policies, workflow and communication demands. This position uses concepts and organizational objectives to resolve the most complex issues with institution-wide impact, and must have an expert level of professionalism, confidentiality, and diplomacy.
Directs the daily administrative operations for the executive's office.
* 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. The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Department Description UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions. Required Qualifications
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 Qualifications
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. About UCSF The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells. Pride Values UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.
In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu
Join us to find a rewarding career contributing to improving healthcare worldwide. Equal Employment Opportunity The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/ppsm-20 For the University of California's Anti Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination Job Code and Payroll Title 007385 EXEC AST 4 Job Category Administrative Support, Professional (Non-Clinical), Professional and Managerial, Temporary Employment Bargaining Unit 99 - Policy-Covered (No Bargaining Unit) Employee Class Temporary Employment Location San Francisco, CA |
University of California - San Francisco Campus and Health
Jan 30, 2026