Executive Assistant

Executive Assistant

University of California, San Francisco (UCSF)

📍 San Francisco, CA (Hybrid – 2–3 days onsite)

🕒 Full-time Monday–Friday 8:00 AM–5:00 PM PST

About the Role

The University of California, San Francisco (UCSF) is seeking an experienced Executive Assistant to provide high-level administrative support to the Associate Vice Chancellor within the Office of University Development & Alumni Relations (UDAR). This role also provides occasional support to the Vice Chancellor and serves as a key liaison between executive leadership, university departments, donors, and external stakeholders.

The ideal candidate is a proactive, highly organised professional who thrives in a fast-paced environment, excels at managing competing priorities, and maintains the highest level of confidentiality.

Responsibilities

• Manage complex executive calendars and scheduling.
• Coordinate internal and external meetings, including logistics and meeting materials.
• Arrange domestic and international travel, itineraries, and expense reporting.
• Draft, edit, and manage executive communications.
• Support executive meetings by preparing agendas, presentations, and briefing documents.
• Coordinate special projects and track action items.
• Serve as the primary point of contact for senior leadership and stakeholders.
• Maintain confidential donor and executive information with discretion.
• Provide backup administrative support to executive leadership as needed.

Qualifications

Required

• Bachelor’s degree or equivalent combination of education and experience.
• 3+ years of experience supporting senior executives.
• Experience managing complex calendars and executive schedules.
• Strong written and verbal communication skills.
• Excellent organisational, multitasking, and prioritisation abilities.
• Ability to work independently while managing multiple priorities.

Preferred

• Experience in higher education, healthcare, nonprofit, or fundraising environments.
• Experience supporting C-suite or executive leadership.
• Strong proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Skills

• Executive Administrative Support
• Calendar Management
• Executive Communications
• Meeting & Event Coordination
• Travel Coordination
• Stakeholder Management
• Project Coordination
• Confidential Information Management
• Microsoft Office Suite
• Time Management
• Problem Solving
• Organisation
• Cross-functional Collaboration

Why Join UCSF?

Join one of the nation’s leading academic medical institutions and become part of a collaborative team dedicated to advancing groundbreaking research, improving patient care, and supporting transformational philanthropy. At UDAR, you’ll work alongside passionate professionals committed to making a lasting impact on healthcare and science.

Apply today to become a trusted partner to UCSF’s executive leadership and help drive the university’s mission forward.