Executive Assistant

UCSF•San Francisco, CA

2d•$57 - $77•Onsite

About The Position

The Executive Assistant to the Chief Campus Counsel provides day-to-day administrative and executive support to the Chief Campus Counsel and supports the effective operation of the Office of Legal Affairs. The position serves as a primary point of contact for the office and manages calendars, answers and triages telephone calls, takes and routes messages, maintains files and records, coordinates meetings, and provides general administrative and logistical support. The Executive Assistant coordinates meeting logistics, including scheduling, preparing agendas and materials, reserving meeting space, arranging food and refreshments, and supporting other meeting needs. The position maintains organized filing and recordkeeping systems and assists with routine office coordination and administrative activities. The role regularly encounters sensitive and confidential information and requires discretion, professionalism, sound judgment, and attention to detail. The position is expected to work onsite five days per week; occasional remote work may be available depending on operational needs and with appropriate approval. The stated employment duration is one month, with potential for extension.

Requirements

Bachelor's degree in a related area and/or equivalent combination of education and experience.
Experience providing executive administrative support to leadership in a complex organization.
Advanced analytical and problem-solving skills, including the ability to assess requests and situations, identify priorities, resolve administrative and logistical issues, and determine when matters require escalation.
Strong organizational skills and demonstrated ability to manage calendars, meetings, administrative tasks, and competing priorities.
Strong written and verbal communication skills, with the ability to communicate professionally and effectively with leadership, faculty, staff, and external stakeholders.
Demonstrated ability to exercise sound judgment and maintain strict confidentiality when handling sensitive information.
Strong attention to detail and accuracy in scheduling, recordkeeping, communications, and administrative work.
Demonstrated service orientation and ability to appropriately triage telephone calls, inquiries, messages, and requests.
Ability to work independently, exercise initiative, and ensure timely follow-through on administrative responsibilities.
Proficiency with standard office productivity, calendaring, communication, collaboration, and document-management technologies.

Responsibilities

Provide day-to-day administrative and executive support to the Chief Campus Counsel and Office of Legal Affairs.
Answer incoming telephone calls, take accurate and detailed messages, respond to routine inquiries when appropriate, and triage or route calls and requests to the appropriate individual.
Manage the Chief Campus Counsel's calendar, including scheduling and coordinating appointments, meetings, and other commitments.
Coordinate meeting logistics, including scheduling attendees, reserving rooms, preparing and distributing agendas and materials, arranging food and refreshments, and supporting other logistical needs.
Maintain organized electronic and physical filing and recordkeeping systems and ensure documents and information can be readily located when needed.
Receive, organize, route, and appropriately handle correspondence, documents, and other office materials.
Prepare and format routine correspondence, agendas, meeting materials, and other administrative documents.
Track routine administrative requests and follow-up items and help ensure timely completion.
Serve as a professional and responsive point of contact for individuals communicating with the Chief Campus Counsel and Office of Legal Affairs.
Coordinate routine office logistics, supplies, meeting arrangements, and other administrative needs.
Handle confidential and potentially privileged information with appropriate discretion and in accordance with Office of Legal Affairs practices.
Provide additional administrative support to the Chief Campus Counsel and office as operational needs arise.