Executive Administrative Assistant - 141879

University of California San Diego; San Diego (CA); On-site; USD 64,000 - 92,000; Full time

Job summary

University of California, San Diego seeks an Executive Administrative Assistant to provide high-level support to the PI and Knight Lab. The role involves coordinating complex calendars, travel, and meetings, while handling contracts, grants, and recruitment tasks.

You will manage lab operations, maintain filing systems, and support reporting and special projects. Applicants should demonstrate exceptional organizational skills, discretion, and strong communication with diverse stakeholders across

Qualifications

• Demonstrated high-level executive administrative support experience.
• Ability to coordinate complex calendars and travel arrangements.
• Strong communication and interpersonal skills with diverse stakeholders.
• Experience with reports, data tracking, and filing systems.

Responsibilities

• Provide executive administrative support to the PI and Knight lab.
• Coordinate 20+ meetings weekly and prepare related presentations.
• Manage day-to-day lab operations, travel, and calendar workflows.
• Support contract/grant processes, recruitment, and special projects.
• Develop tracking systems for projects and deadlines; maintain filing systems.

Skills

Advanced organizational skills

Calendar management

Travel coordination

Event planning

Professional communication

Conidentiality and discretion

Microsoft Office

Excel and Word proficiency

Tools

Microsoft Office

Job description

#141879 Executive Administrative Assistant

Filing Deadline: Thu 10/29/2026

UCSD Layoff from Career Appointment: Apply by 10/20/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Department of Pediatrics is one of the largest departments within the School of Medicine with approximately 250 Faculty, 127 postdoctoral fellows (both MDs and PhDs) along with over 320 support staff (not including hospital staff). In addition, the Department has 68 clinical residents distributed across the Divisions. The missions of research, education and patient care are intertwined, and are integral to the goals of the department.

The Department manages a university-affiliated children's health system with the physicians and leadership of the University of California, San Diego (UCSD), Rady Children's Hospital, and Rady Children's Specialists of San Diego, a Medical Practice Foundation, unifying pediatric patient care, research, education and community service programs.

Provide high-level, executive administrative support to the PI and the Knight lab, which are significantly complex and broad in scope as the PI leads several University wide programs. Assume responsibility for coordination on the PI's behalf for projects. Coordinate media and VIP visits to project sites and manage PI interview schedules. Manage 20+ meetings per week as well as related presentations in support of projects.

Coordinate the day-to-day business operations of the lab, including meetings and events, facilitation of contract and grant proposal submission, fundraising/development activities support, and personnel matters including faculty and staff recruitment. Provide support for planning and offer recommendations/resolution to problems. Will also facilitate completion of reports and perform special projects, and respond to queries regarding complex issues and information. Supervise the management, maintenance, and development of the electronic filing systems, coordinate travel, and provide general office support. Provide full scope of office management and senior level support; manage workflow, calendars, and schedules. Develop and maintain tracking system for pending projects, assignments and all associated deadlines Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• Demonstrated advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.
• Ability to interact professionally, effectively and diplomatically both orally and in writing with a wide variety of people including media outlets, donors, government agencies, other academic institutions, and members of the community from diverse cultures and backgrounds.Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Demonstrated experience with complex calendaring, travel, and event planning.
• Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.
• Demonstrated ability to develop, implement, and maintain computerized and paper record keeping and filing systems.
• Proven excellent computer skills, including at least intermediate-level ability with Microsoft Office programs. Demonstrated ability to create complex spreadsheets and Word documents.
• Ability to interpret and disseminate information on a wide variety of complex policies from various organizations.
• Ability to research data from a variety of sources, identifying and extracting relevant data.
• Ability to work with minimum supervision, but also function effectively as part of a team.
• Ability to use sound judgment in responding to issues and concerns.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain confidentiality.
• Working knowledge of common organization-specific and other computer application programs.
• Demonstrated ability to schedule, arrange, and coordinate meetings and special events, manage travel arrangements, and prepare accurate travel-related forms for submission and reimbursement.

PREFERRED QUALIFICATIONS

• Demonstrated experience in contract and grant proposal formats, preparation, submission and administration, as well as knowledge of Federal, State and private granting agency regulations.
• Demonstrated experience with academic review processes to include coordination of academic review file submission, maintaining up-to-date electronic curriculum vitae, bibliography, course review materials and professional materials, ensuring all materials are in the proper format; published articles, book chapters, and abstracts.
• Experience working in research laboratory and clinical settings.

SPECIAL CONDITIONS

Job offer is contingent upon satisfactory clearance based on Background Check results.Occasional evenings and weekends may be required.

Pay Transparency Act

Annual Full Pay Range: $64,498 - $92,436 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.89 - $44.27

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational — or "bench-to-bedside" — research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace