Executive Assistant - TP141910

UC San Diego; San Diego (CA); On-site; USD 54,000 - 79,000; Full time

Job summary

UC San Diego is seeking an Executive Assistant to support senior leadership across campus, coordinating complex calendars, travel, and meeting materials for multiple executives.

The role involves interaction with faculty, staff, students, donors, and community partners, budget-conscious event planning, and ensuring timely reimbursements; assignments typically last 3–6 months with potential long-term opportunities.

Qualifications

• Experience managing multiple complex calendars for executives.
• Experience coordinating domestic and international travel with travel agencies.
• Strong organizational skills with attention to detail and prioritization.
• Proficiency with MS Word, Excel, PowerPoint, Outlook and PDF/DB tools.
• Strong typing/word processing for correspondence and reports.
• Experience planning and coordinating meetings and events within budgets.

Responsibilities

• Manage extremely complex calendars for multiple senior executives.
• Coordinate domestic and international travel, including travel agencies and reimbursements.
• Prepare meeting materials and coordinate high-profile meetings with stakeholders.
• Track expenses and process reimbursements, ensuring accuracy and timeliness.
• Assist with event planning and donor/industry relation activities when needed.

Skills

Calendar management

Travel arrangements

Expense tracking

Meeting preparation

Communication

Multitasking

Tools

MS Word

Excel

PowerPoint

Outlook

Access

Adobe Acrobat

Job description

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.

• Most temporary positions are eligible for full-medical insurance plans, holiday pay, and vacation/sick leave.

• 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).