EXEC AST 4

UCSF • Brisbane, CA

2d • $84,500 - $179,300 • Onsite

About The Position

Provides high-level executive administrative and organizational support to one or more Strategy Vice Presidents, managing complex administrative matters and priorities. The role focuses on executive support, complex calendaring, administrative operations, communications, and information management. It serves as a gatekeeper, exercising independent judgment to assess and prioritize issues according to 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.

The Executive Assistant represents executives in interactions with physicians, staff, management across UCSF Health, and external organizations and stakeholders. Serving as a key on-site resource and point of contact for the Strategy team, the role independently handles day-to-day workplace, facility, and in-person operational needs. It regularly manages sensitive and highly complex matters requiring discretion, independent judgment, and analysis, including issues without precedent or established structure. The role operates with substantial autonomy, a strong service orientation, and attention to detail in a fast-paced executive environment.

The Strategy Department advances UCSF Health’s strategic priorities through enterprise-wide planning and execution of initiatives that drive clinical, operational, and reputational performance. It partners with executive leadership and clinical and operational leaders to develop strategies that enhance patient care, optimize resources, and strengthen UCSF Health’s competitive position, supporting long-term alignment between strategy, 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 a high level of 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 the daily administrative operations of supported VP-level executive offices, serving as a trusted partner to one or two leaders and anticipating needs, setting priorities, resolving operational issues, and ensuring continuity across executive commitments and organizational priorities.
• Exercise independent judgment to determine appropriate actions and escalation, with limited day-to-day direction.
• Develop, implement, and continuously improve systems for managing executive information, projects, communications, decisions, commitments, and follow-up.
• Establish processes that ensure accurate and timely responses and provide visibility into outstanding executive and organizational priorities; identify inefficiencies and independently implement improvements.
• Act as a strategic gatekeeper by evaluating competing requests, determining urgency and appropriate executive involvement, allocating executive time, and identifying matters to delegate, redirect, or resolve independently.
• Serve five days per week on-site as a primary campus/building liaison and operational representative for the executives and their organizations.
• Coordinate time-sensitive in-person needs and facilitate executive and leadership activities, visitors, meetings, and events.
• Connect executive leadership, employees, campus partners, and organizational resources; identify and resolve on-site issues and determine when escalation or executive involvement is required.

What This Job Offers

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