Executive Assistant III

UCSF•San Francisco, CA

8d•$84,500 - $179,300

About The Position

A key member of the Quantitative Biosciences Institute (QBI) leadership support team, the Executive Assistant III oversees the Director’s and leadership team’s daily administrative needs and schedules, working with a high degree of autonomy and discretion. The role provides problem-solving and coordination support to the Director and leadership team while interacting with University leaders, faculty, staff, students, and external contacts. The position manages complex executive calendars and meeting coordination, provides logistical support for meetings, coordinates travel and expense processes, triages incoming communications and requests, drafts written materials, prepares briefings and background information, and maintains the Director’s task lists. The incumbent also takes on ad hoc projects and directs inquiries to appropriate resources. The position requires an understanding of the Director’s goals and priorities and QBI’s structure, academic programs, policies, workflows, and communication needs. It applies organizational objectives to resolve complex issues with institution-wide impact and requires a high level of professionalism, confidentiality, and diplomacy.

Requirements

Bachelor’s degree in a related area and/or equivalent experience or training.
At least 3 years of related experience supporting an executive.
Advanced knowledge of organizational processes, protocols, and procedures.
Intermediate to advanced knowledge of common organization-specific computer applications.
Strong analytical and problem-solving skills.
Advanced service orientation.
Strong verbal and written communication and influencing skills with staff, faculty, alumni/donors, students, and external constituents.
Advanced writing, proofreading, and editing skills.
Ability to multitask within demanding timeframes and adapt to sudden changes.
Ability to exercise a high level of discretion and maintain confidentiality.
Mid-level project management skills.
Ability to work independently and as part of a group or team.

Responsibilities

Oversee daily administrative operations for the executive’s office.
Independently coordinate complex and confidential matters related to the Director’s schedule and leadership team.
Manage short- and long-term meeting schedules, using independent analysis and decision-making.
Manage travel plans and expenses, including airfare, hotels, travel paperwork, expense reconciliation, and reimbursements in accordance with University policies.
Serve as the point of contact for the Director’s and leadership team’s meetings.
Prioritize issues and allocate executive time for events, travel, and meetings.
Monitor QBI activities and commitments with the leadership team and analyze issues that may affect the ORU.
Reschedule meetings as needed to accommodate time-sensitive matters.
Liaise with and support communication and information coordination for the QBI leadership team.
Research, compile, and summarize issues, policies, and topics for executive briefings.
Brief the executive and leadership team on priorities, deadlines, and pending issues.
Prepare meeting and event materials, speaking points, locations, and other relevant details.
Coordinate information from other units and track deliverables to ensure timely executive review.
Research, analyze, and synthesize information for briefings, reports, and summaries.
Maintain a comprehensive database of initiatives and assignments, including delegated actions.
Respond to inquiries from faculty, staff, students, and the public about organizational operations, policies, and procedures; refer issues to appropriate parties.
Review, annotate, triage, and independently respond to correspondence as appropriate.
Draft emails, briefings, executive summaries, letters, and other written communications and materials.
Handle matters on behalf of the executive and make sensitive internal and external contacts with discretion and diplomacy.
Perform other tasks as needed.