Strategic Executive Assistant: Global Travel & Meetings

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

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.