Executive Assistant

This position will be responsible for providing executive support to department leadership, both to the Director and the Associate Director. Maintain the center’s master calendar (standing meetings, seminars, deadlines, events, reporting cycles). Add all speakers to the center leadership calendars. Proactively manage calendars for the Director and Associate Director, including prioritization, scheduling strategy, and resolving conflicts. Coordinate leadership meetings end-to-end: agendas, pre-reads, Zoom/room logistics, attendee coordination, notes, and action-item follow-up. Draft, proofread, and route correspondence and routine communications on behalf of leadership. Maintain highly organized digital records for leadership (templates, key decisions, correspondence, reports, and meeting archives). Serve as a professional front door for the Center: triage inquiries, route requests, and ensure timely responses. This position will also be responsible for center operations and coordination. A core responsibility for this position will be finance, purchasing, travel, and reimbursement, among other administrative responsibilities.

Apply By Date: 5/31/2026 by 11:59pm

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Demonstrated experience providing administrative, operational, communications, or executive support in a professional office, academic, healthcare, research, or data science environment.
• Experience coordinating complex calendars, meetings, travel arrangements, reimbursements, and event logistics while managing multiple competing priorities.
• Experience common office software and collaboration tools including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), virtual meeting platforms, and basic website or social media content management.
• Experience coordinating website updates, social media content calendars, analytics tracking, or digital communications campaigns.
• Experience supporting communications infrastructure initiatives including website content coordination, social media scheduling, publication tracking, event communications, and development of recurring communications workflows.
• Experience monitoring publications in PubMed, grants, faculty activities, or organizational visibility metrics and organizing information into reports, summaries, dashboards, or leadership briefings.
• Experience supporting events, seminars, meetings, or visitor coordination, including scheduling, communications, logistics, promotional materials, and follow-up.
• Experience processing or coordinating travel, purchasing, reimbursements, or related administrative transactions.
• Strong organizational, analytical, and problem-solving skills with the ability to independently prioritize tasks and meet demanding deadlines.
• Strong written and verbal communication skills with the ability to interact professionally and effectively with faculty, staff, students, leadership, patients/clients, and external partners.
• Demonstrated ability to maintain confidentiality, exercise discretion, and handle sensitive information in compliance with organizational policies and procedures.
• Ability to work independently and collaboratively in a fast-paced, team-oriented environment.

Preferred Qualifications

• Bachelor of Science degree in physiology, biology, biochemistry, data science, or other biological sciences or similar background is helpful
• Experience supporting communications, branding, or visibility initiatives within an academic, healthcare, research, or data science organization.
• Experience developing communication templates, faculty profiles, newsletters, event promotions, or leadership briefing materials.
• Experience working in a healthcare, higher education, research, or academic environment.
• Experience coordinating hybrid and virtual meetings and events.
• Familiarity with data tracking, reporting tools, or basic data analysis platforms.
• Knowledge of HIPAA/privacy compliance and handling confidential records.
• Familiarity with publication databases such as PubMed, Google Scholar, ORCID, or NIH funding announcements and reporting.
• Familiarity with UC Davis or University of California administrative systems, policies, and procedures.

Key Responsibilities

• 30% - Executive Leadership Support and Administrative Operations
• 20% - Communications, Branding, and Faculty Visibility -…