Executive Assistant

UCSF•San Francisco, CA

25d•$46 - $72

About The Position

Uses skills as a seasoned and experienced administrative professional to assist in managing, planning, and administering operations for the priorities of the Vice Chancellor/Associate Vice Chancellor (VC/AVC) unit within UCSF’s Office of University Development and Alumni Relations (UDAR). The Executive Assistant provides administrative and program support and may function as a project manager for special projects in the VC/AVC unit. This position serves as a key liaison between the VC/AVC, UDAR units, campus departments, and external constituencies. The role provides executive support primarily to the Associate Vice Chancellor, with occasional backup administrative support to the Vice Chancellor. Responsibilities include executive-level calendar coordination, internal and external communications, meeting support, and working with confidential donor information. The incumbent is expected to maintain strict confidentiality and exercise exceptional judgment in selecting methods and techniques for obtaining solutions.

Requirements

Seasoned and experienced administrative professional skills
Ability to manage, plan, and administer operations
Ability to serve as a key liaison
Executive-level calendar coordination
Internal and external communications skills
Meeting support skills
Ability to work with confidential donor information
Strict confidentiality
Exceptional judgment in selecting methods and techniques for obtaining solutions
Ability to prioritize issues
Ability to delegate tasks
Ability to track assigned projects through completion
Ability to ensure timely follow-up
Professionalism and discretion in responding to inquiries
Ability to develop and prepare donor and funding reports
Ability to assist with fundraising-related activities
Ability to update donor contact reports and meeting records
Ability to coordinate with Gift Administration to resolve gift-related issues
Ability to communicate with donors, faculty, department contacts, and donor representatives
Ability to gather, analyze, prepare, and summarize staff, financial, and other operational reports
Ability to process vendor purchase orders, invoices, and employee travel and expense reimbursements
Ability to coordinate with financial services regarding vendors and projects
Ability to research issues, analyze reference materials, prepare recommendations, and produce communications and supporting documents
Ability to manage complex scheduling
Ability to coordinate business travel arrangements
Ability to provide logistical support for meetings and events
Ability to coordinate facilities, catering, audiovisual requirements, staffing, and on-site support

Responsibilities

Manage, plan, and administer a range of administrative operations within the VC/AVC unit in partnership with the senior executive assistant, with primary responsibility for coordinating the Associate Vice Chancellor's activities.
Serve as the primary point of triage for a high volume of information, correspondence, and requests by prioritizing issues, delegating tasks as appropriate, tracking assigned projects through completion, and ensuring timely follow-up.
Communicate on behalf of the Associate Vice Chancellor and the VC/AVC unit with faculty, donors, campus leaders, and community partners while responding to inquiries with professionalism and discretion.
Develop and prepare donor and funding reports and assist with fundraising-related activities as needed.
Update donor contact reports and meeting records in the donor database.
Coordinate with Gift Administration to resolve gift-related issues and communicate with donors, faculty, department contacts, and donor representatives.
Gather, analyze, prepare, and summarize staff, financial, and other operational reports.
Process vendor purchase orders, invoices, and employee travel and expense reimbursements as needed, and coordinate with financial services regarding vendors and projects.
Serve as a liaison with campus constituencies by researching issues, analyzing reference materials, preparing recommendations, and producing communications and supporting documents for internal and external audiences.
Manage the Associate Vice Chancellor's calendar and provide occasional backup calendar support for the Vice Chancellor.
Coordinate meeting materials, complex scheduling, and business travel arrangements.
Provide logistical support for meetings and events, including coordination of facilities, catering, audiovisual requirements, staffing, and on-site support while ensuring strategic meeting and event objectives are met.