Executive Assistant - TP141314

University of California San Diego; San Diego (CA); On-site; USD 44,000 - 58,000; Full time

Job summary

UC San Diego is seeking an Executive Assistant to support senior leadership across the university. The role requires managing extremely complex calendars, coordinating domestic and international travel, tracking expenses, and preparing meeting materials.

You will serve as a key resource to department leaders, interacting with faculty, staff, students, and external partners. Primary responsibilities include coordinating high-profile meetings and events, managing budgets and vendor arrangements,

Qualifications

• Experience managing calendars for executives.
• Experience coordinating domestic and international travel.
• Strong organizational skills with attention to detail.
• Proficiency with MS Office and Adobe Acrobat.
• Strong communication and interpersonal skills.

Responsibilities

• Manage extremely complex calendars for senior executives.
• Coordinate domestic and international travel and reimbursements.
• Track expenses and process reimbursements.
• Prepare meeting materials and coordinate high-profile meetings.
• Interact with senior leaders, faculty, staff, students, and external partners.

Skills

Calendar management

Travel planning

Budget management

Meeting coordination

Vendor negotiation

Attention to detail

Multi-tasking

Tools

MS Word

Excel

PowerPoint

Access

Adobe Acrobat

Email systems

Job description

#TP141314 Executive Assistant

Filing Deadline: Mon 10/12/2026

Payroll Title: EXEC AST 3 CX

Department: TEMPORARY EMPLOYMENT SERVICES

Hiring Pay Scale: $32 - $42 / hour

Worksite: Various

Appointment Type: Temp

Appointment Percent: 100%

Union: CX Contract

Total Openings: 6

Work Schedule: Days, 8 hours / day, Mon - Fri

DESCRIPTION

UC San Diego has a consistent need for talented Executive Assistants to support leadership across the University to include the areas of Academic/Student Affairs, Health, Operations, Financial Services, Communications, Research, Advancement, etc. Primary responsibilities will include managing extremely complex calendars for multiple senior executives, coordinating domestic and international travel, tracking expenses, and processing reimbursements. The EA will also coordinate high-profile meetings and prepare meeting materials. Will serve as a key resource to their department, interacting with senior leaders, faculty, staff, students, and community and governmental organizations.

• Additional duties may include event planning / coordination, as well as donor and industry relations.

• Full responsibilities and pay will vary depending on the level and classification of the position. Pay ranges will typically be in the $32 - $42 / hour range though higher paying positions may sometimes be available. Pay range will vary depending on experience and classification level of temporary assignment.

• Assignments typically run for approximately 3 - 6 months.

• Temporary positions may lead to long term career opportunities.

QUALIFICATIONS

Demonstrated experience managing multiple complex calendars for executives.

Proven experience with domestic and international travel arrangements, including coordinating with travel agencies to fulfill required travel agendas, researching and utilizing most effective and economical options, and coordinating reimbursement procedures.

High-level organizational skills, ability to multi-task, extremely strong attention to detail, and the ability to prioritize and follow through on assignments in a timely, proactive, and responsive manner.

Proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, and various email, database and desktop publishing programs.

Strong typing/word processing skills to prepare correspondence, reports, and spreadsheets.

Extensive experience in the planning, coordination, and execution of various types and sizes of meetings and events, including skill and experience in working within a budget; negotiating with vendors and service providers to secure venues and catering options.

SPECIAL CONDITIONS

Background check required

Pay Transparency Act

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).

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.

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.

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