EXEC AST 4

University of California - San Francisco; San Francisco (CA); On-site; USD 75,000 - 110,000; Full time

Job summary

UCSF Health is seeking an experienced executive assistant to provide high-level support to Strategy Vice Presidents. The role focuses on complex calendaring, scheduling, and managing sensitive, confidential matters with independent judgment.

You will act as a gatekeeper, coordinate communications across multiple executives, and develop systems to track priorities and information flow. Strong communication and analytical skills are essential.

Qualifications

• Bachelor's degree or equivalent experience.
• Minimum 5 years executive-level administrative experience.
• Proficiency with common organization-specific software.
• Ability to communicate and influence across all staff, faculty, alumni/donors, students and external constituents.
• Discretion and confidentiality are essential.

Responsibilities

• Provide high-level executive support to Strategy Vice Presidents and manage highly complex administrative priorities.
• Manage complex calendars, communications, and information management.
• Represent executives to physicians, staff, and all management levels, plus external stakeholders.
• Act as a gatekeeper, prioritizing issues by urgency and executive priorities.
• Develop and administer systems for managing information, priorities, and communications across multiple portfolios.

Skills

Communication

Analytical skills

Discretion

Multi-tasking

Political acumen

Advising & counseling

Education

Bachelor's degree

Job description

Description & Requirements

Job Description

Job Summary

Uses advanced executive administrative and organizational skills, experience, and concepts to provide high-level support to one or more Strategy Vice Presidents and manage highly complex administrative matters and priorities. Executive support, complex calendaring, administrative operations, communications, and information management are the predominant focus of the position. Functions as a gatekeeper for the executives, exercising independent judgment to assess and prioritize issues according to urgency, organizational needs, and executive priorities, and allocating executive time accordingly. Develop and administer systems and processes for managing information, priorities, and communications across multiple executive portfolios.

Represents the executives in interactions with physicians, staff, and all levels of management across UCSF Health, as well as with external organizations and stakeholders. Serves as a key on-site resource and point of contact for the Strategy team, independently addressing and coordinating day-to-day workplace, facility, and in-person operational needs to support an effective executive and team environment. Regularly handles highly complex, sensitive, and confidential matters requiring discretion, independent judgment, and analysis of issues that may lack precedent or established structure. Functions with a high degree of autonomy, advanced service orientation, and attention to detail, and independently resolve issues in a fast-paced, high intensity executive environment.

Department Overview

The Strategy Department advances UCSF Health's strategic priorities through enterprise-wide planning and execution of key initiatives that drive clinical, operational, and reputational performance. The department 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. Its work supports long-term organizational alignment between strategy, operations, and institutional goals.

Qualifications

Required Qualifications -

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum 5 years executive level administrative experience
• Intermediate to advanced knowledge of common organization-specific computer applications.
• Strong analytical / problem-solving skills.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Ability to use a high level of discretion and maintain all confidentiality.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.

Perferred Qualifications -

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