Executive Assistant

University of California, San Francisco; California; Hybrid; USD 78,000 - 106,000; Full time

Job summary

UCSF is seeking an Executive Assistant to the Chief Campus Counsel to provide day-to-day administrative and executive support within the Office of Legal Affairs. You will manage calendars, handle calls, messages, and filing, and coordinate meetings and materials with discretion and professionalism.

Based onsite five days a week with occasional remote work as operations allow, this temporary position offers a competitive hourly rate and an opportunity to contribute to a high-profile legal office

Qualifications

• Experience providing executive administrative support to leadership in a complex organization.
• Advanced analytical and problem-solving skills, prioritization and escalation.
• Strong organizational and calendar-management abilities.
• Effective written and verbal communication with leadership and stakeholders.
• Ability to handle confidential information with discretion and professionalism.
• Attention to detail and accuracy in scheduling and recordkeeping.
• Ability to triage calls, inquiries, and requests with service orientation.
• Ability to work independently and follow through on responsibilities.
• Proficiency with standard office productivity, calendaring, 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 messages, and triage or route as needed.
• Manage the Chief Campus Counsel's calendar and coordinate meetings.
• Coordinate meeting logistics, agendas, materials, and refreshments.
• Maintain organized filing and recordkeeping systems for quick retrieval.
• Handle correspondence and office materials, routing as appropriate.
• Prepare routine correspondence, agendas, and meeting materials.
• Track administrative requests and ensure timely completion.
• Serve as professional point of contact for internal and external stakeholders.
• Handle confidential information with discretion in accordance with practices.

Skills

Executive support experience

Calendar management

Communication skills

Discretion and confidentiality

Organizational skills

Problem-solving abilities

Independent initiative

Attention to detail

Professional communication

Education

Bachelor's degree or equivalent experience

Tools

Office productivity software

Document management systems

Job description

Job Description

Employment Duration: 1 month (w/ potential for extension)

Budgeted Pay Range: $56.70 - $77.20/hour

Work Arrangement: This position is expected to work onsite five days per week to provide consistent administrative and office support. Remote work may be available on an occasional basis depending on operational needs and with appropriate approval.

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 is responsible for managing calendars, answering and triaging telephone calls, taking and routing messages, maintaining files and records, coordinating meetings, and providing 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 also maintains organized filing and recordkeeping systems and assists with routine office coordination and administrative activities.

Because the position works within the Office of Legal Affairs and supports the Chief Campus Counsel, the incumbent will regularly encounter sensitive and confidential information and must exercise appropriate discretion, professionalism, judgment, and attention to detail.

Key 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.

Qualifications

Required Qualifications:

• 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.

About Us

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values .

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here .

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

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.

Salary Information

The final salary and offer components are subject to additional approvals based on UC policy.

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html