Exec Ast 4

University of California, San Francisco • San Francisco, CA

1d • Onsite

About The Position

The Executive Assistant 4 provides high-level administrative and organizational support to one or more Strategy Vice Presidents. The role focuses on executive support, complex calendaring, administrative operations, communications, and information management. It serves as a gatekeeper for executives, using independent judgment to assess and prioritize issues based on urgency, organizational needs, and executive priorities, and to allocate executive time. The position develops and administers systems for managing information, priorities, and communications across multiple executive portfolios, and represents executives in interactions with physicians, staff, management across UCSF Health, and external stakeholders.

The role is also a key on-site resource and point of contact for the Strategy team, independently coordinating day-to-day workplace, facility, and in-person operational needs. It regularly handles highly complex, sensitive, and confidential matters that may lack precedent or established processes. The position operates with substantial autonomy, a strong service orientation, and attention to detail in a fast-paced, high-intensity executive environment.

The Strategy Department advances UCSF Health’s strategic priorities through enterprise-wide planning and execution of initiatives that support clinical, operational, and reputational performance. It partners with executive, clinical, and operational leaders to enhance patient care, optimize resources, strengthen UCSF Health’s competitive position, and align strategy with operations and institutional goals.

Requirements

• Bachelor’s degree in a related area and/or equivalent experience or training.
• Minimum of 5 years of executive-level administrative experience.
• Intermediate to advanced knowledge of common organization-specific computer applications.
• Strong analytical and problem-solving skills.
• Strong verbal and written communication and influencing skills with staff, faculty, alumni/donors, students, and external constituents at all levels.
• Advising and counseling skills.
• Ability to multitask within demanding timeframes.
• Ability to exercise discretion and maintain confidentiality.
• Political acumen and sensitivity to differing perspectives and political circumstances across the organization, the Office of the President, and external constituencies.

Nice To Haves

• Advanced knowledge of the organization’s processes, protocols, and procedures.
• Small- to mid-level project management skills.
• Knowledge of a medical center, campus, or other academic medical center setting.

Responsibilities

• Direct and independently coordinate daily administrative operations for supported VP-level executive offices, anticipating needs, setting priorities, resolving operational issues, and ensuring continuity across executive commitments and organizational priorities.
• Develop, implement, and continuously improve systems for managing executive information, projects, communications, decisions, commitments, and follow-up; ensure timely responses and visibility into outstanding priorities; identify inefficiencies and implement solutions.
• Act as a strategic gatekeeper by evaluating competing requests, determining urgency and appropriate executive involvement, allocating executive time, and identifying matters that can be delegated, redirected, or resolved without executive involvement.
• Serve on-site five days per week as a primary campus/building liaison and operational representative; coordinate time-sensitive in-person needs, facilitate leadership activities, visitors, meetings, and events, connect stakeholders with organizational resources, and resolve on-site issues or escalate when needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior