Executive Assistant - 141988

UC San Diego/UC San Diego Health; United States; Hybrid; USD 86,000 - 98,000; Full time

Job summary

UC San Diego seeks an Executive Assistant to support the Associate Vice Chancellor for Global Initiatives, ArtsConnect, and Campus Activation. You will manage complex calendars, arrange travel, and handle confidential matters while coordinating activities across units and external partners.

You will prepare briefing materials, draft communications, and support high-level engagements with campus leadership, visiting dignitaries, and stakeholders. Occasional evenings and weekends may be required.

Qualifications

• Bachelor's degree in related area and / or equivalent experience / training. Master's degree preferred.
• Extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, public relations, development, special projects and community relations in a fast-paced environment.
• Solid analytical / problem-solving skills. Demonstrated experience analyzing and identifying problems, independently resolving discrepancies with ability to recommend solutions, contributing effectively to support organizational objectives.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Proven ability to interact and communicate effectively and professionally with diverse clientele, including prominent social and business figures, international visitors and dignitaries, elected officials, campus and systemwide administrators, faculty, staff and students.

Responsibilities

• Provide executive administrative support to the Associate Vice Chancellor
• Manage complex daily and long-range priorities, correspondence and commitments
• Coordinate administrative operations across Global Initiatives, ArtsConnect and Campus Activation
• Prepare executive briefing and background materials; draft communications and outreach content
• Coordinate high-level engagements with university leadership, external partners and dignitaries

Skills

Executive support

Calendar management

Travel coordination

Public relations

Project coordination

Confidentiality

Communications

Interpersonal skills

Stakeholder management

Event planning

Education

Bachelor's degree

Master's degree (preferred)

Tools

MS Office Suite

Adobe Acrobat

Calendaring software

Job description

Payroll Title: EXEC AST 3 CX. Department: Global Initiatives. Hiring Pay Scale: $85,547 - $98,263 / Year. Worksite: Hybrid. Appointment Type: Career. Appointment Percent: 100%. Union: CX Contract. Total Openings: 1. Work Schedule: 8 hrs/day, Mon-Fri, Occ. weekends and evenings.

#141988 Executive Assistant

Filing Deadline: Mon 11/16/2026

UC San Diego values and welcomes people from all backgrounds. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 11/5/2026 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

Reporting to the Associate Vice Chancellor, the Executive Assistant provides executive administrative support, analysis, project coordination, and operational support for the Associate Vice Chancellor’s expanded portfolio encompassing Global Initiatives, ArtsConnect, and Campus Activation.

The incumbent provides primary executive support to the Associate Vice Chancellor, managing complex daily and long-range priorities, correspondence, communications, executive commitments, and highly confidential and sensitive matters. The incumbent exercises a high degree of independent judgment in evaluating competing priorities, coordinating activities across multiple functional areas, and developing and maintaining administrative systems that facilitate the timely flow of information, projects, decisions, and communications across the portfolio.

The incumbent coordinates administrative operations and executive-level activities across Global Initiatives, ArtsConnect, and Campus Activation, serving as a principal administrative liaison between the Associate Vice Chancellor and portfolio leadership, campus executives, faculty, external partners, visiting artists and dignitaries, and other key stakeholders. The incumbent independently tracks significant portfolio initiatives, commitments, milestones, and executive action items; identifies matters requiring executive attention; facilitates follow-through on decisions; and coordinates information and activities among units to support portfolio-wide priorities.

The incumbent manages coordination of campus-wide and portfolio-level meetings, initiatives, and special projects; develops executive briefing and background materials; independently authors communications and outreach materials; and coordinates high-level engagements involving university leadership, global partners, visiting artists, and other external stakeholders.

The incumbent also provides administrative coordination across ArtsConnect and Campus Activation functional areas and programs, including The Depot, Welcome Center, Craft & Glass Centers, EFA, University Centers, Strauss, and other units and initiatives assigned to the Associate Vice Chancellor’s portfolio.

~ Cover letter required for a complete application.

QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training. Master's degree preferred.
• Extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, public relations, development, special projects and community relations in a fast-paced environment.
• Solid analytical / problem-solving skills. Demonstrated experience analyzing and identifying problems, independently resolving discrepancies with ability to recommend solutions, contributing effectively to support organizational objectives.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Excellent interpersonal, written and oral communication skills, including maturity, diplomacy, tact, confidentiality.
• Proven ability to interact and communicate effectively and professionally with diverse clientele, including prominent social and business figures, international visitors and dignitaries, elected officials, campus and systemwide administrators, faculty, staff and students.
• Strong service orientation. Strong demonstrated experience with providing a full range of high-level independent administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize functions with a high degree of accuracy and attention to detail.
• Demonstrated strong computer skills including proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat, and calendaring.
• Proven experience with successful event planning and management of special events. Proven skills to handle logistics of a wide variety of special events including meetings, lectures, seminars, and workshops.
• Familiarity with the organization's processes, protocols and procedures. Knowledge of the principles of higher education and of an academic institution's organizational structure and function.
• 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.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Thorough knowledge of common organization-specific and other computer application programs.
• Ability to multi-task with demanding timeframes.
• Knowledge of federal regulations such as FERPA. or regulations pertaining to foreign travel and visa requirements for the SDII, Director and foreign visitors.
• Solid skills in problem identification.
• Advising and counseling skills.

SPECIAL CONDITIONS

• Cover letter required for a complete application.
• Job offer is contingent upon satisfactory clearance based on Background Check results.
• Must be willing and able to travel.
• Occasional evenings and weekends may be required.
• Overtime may be required.
• Background check required.
• Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.

This position is eligible for full benefits first day of hire:
a) Health/Dental/Vision Insurance.
b) Vacation/holidays (15 vacation days & 13 paid holidays a year).
c) Work/Life Balance.
d) UC Retirement Plan
e) Pet insurance.

For more information about UCSD Benefits and Work/Life.

To calculate an approximate value of the UC Total Compensation package, please click: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/total-compensation-calculator.php

Annual Full Pay Range: $82,221 - $119,780 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $39.38 - $57.37

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).

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

Prospective employees who are ordinarily residents in Iran or who are physically located in Iran are generally not eligible to for employment per suspension of General License G on 24 August 2026. If you have ever resided in Iran or have an Iranian passport and would like to confirm your eligibility, please contact [e-mail] for consideration of your particular circumstances.

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.

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.