Executive Assistant

Apply for Job Job ID 87381 Location Oakland Full/Part Time Full Time Add to Favorite Jobs Email this Job Job Posting For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP UC OFFICE OF THE PRESIDENT At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer Prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good. The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President Position Base Oakland Location UCOP - Franklin Building Department Overview UC Controller provides strategic leadership and support of systemwide financial functions including accounting and financial reporting, tax services, costing policy and analysis, financial systems and payroll compliance, and operational excellence. We deliver efficient and effective financial services, provide best practices and guidance to our campus and medical center communities, develop and administer systemwide policies and procedures, and ensure the University's financial systems are compliant with all University, State and Federal laws, rules and regulations. Position Summary Under general supervision, the Executive Assistant provides administrative and special project support to the Associate Vice President, Systemwide Controller and her Chief of Staff. Responsibilities include, but are not limited to, management of complex schedules/calendars and correspondence, meeting coordination, travel and event planning, coordination of communications and pertinent data among the executive's subordinate management staff, report generation, and file management. Additionally, as a backup for the Administrative Officer, the Executive Assistant coordinates with the procurement and budget offices, and processes payments/invoices. Other duties include performing and/or overseeing special projects or assignments that are highly sensitive or complex in nature. These activities require a high level of independence and initiative in execution and implementation to support the Associate Vice President, Systemwide Controller and Chief of Staff. The successful candidate demonstrates good judgment in selecting methods and techniques for obtaining solutions to challenging situations on a regular basis. The Executive Assistant must act independently with a high degree of professionalism, tact, and discretion in handling confidential sensitive matters. Key Responsibilities 60% Function as the gatekeeper, understanding the requirements of the AVP Systemwide Controller and her Chief of Staff, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Screen and field incoming calls, selected email, and correspondence, including highly confidential or strategic matters. Independently assign responsibility for action to appropriate department staff where it is determined the AVP Systemwide Controller or Chief of Staff wish to delegate. Advise AVP Systemwide Controller of daily calendar and provide appropriate background information. Regularly interact with high level officials internal and external to UC about topics of a sensitive nature, requiring discretion and diplomacy. Research, compile and summarize issues, policies and topics; provide background information, talking points and briefing materials for the AVP Systemwide Controller. Brief department leaders on deadlines and the status of pending issues. Prepare confidential reports or other responses to urgent or recurring requests on behalf of the AVP Systemwide Controller. Prepare correspondence, briefing notes, meeting materials, presentations and agendas in draft and/or final form following standard business format. Make travel arrangements, coordinate logistical needs and prepare detailed itineraries for the AVP Systemwide Controller and Chief of Staff. Prepare expense reports on behalf of the AVP Systemwide Controller, her Chief of Staff, and others as needed. 15% Independently conduct the administrative support activities of the UC Controller department. Coordinate on-site and off-site meetings involving multiple parties including site selection, food, lodging, conference calls, and web-conferencing. Assume responsibilities for department onboarding and recognition programs. Manage distribution lists and provide administrative support in the creation and maintenance of electronic and paper source files and other documents. 15% Participate in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Independently lead special projects as warranted. Review written work for format, completeness, and accuracy, assuring adherence to UC protocol and policy. Coordinate the AVP Systemwide Controller's wet signatures where required, or alternatively electronic signature on a variety of documents via use of DocuSign or other similar tools. Assist the AVP Systemwide Controller in organized tracking and maintaining any paper and electronic documents. 10% Serve as back-up to the Administrative Officer in all matters of importance to the department (travel for departmental leadership, coordinating meetings for departmental leadership, supply and other purchasing, external invoices/payments, and internal financial transfers). Experience Required Qualifications Min 5 years Including a minimum of 3 years of progressive experience or combination of education and progressive experience in an executive assistant role. Skills and Abilities Required Qualifications Demonstrated experience performing a range of administrative functions including complex scheduling, logistical arrangements, writing, drafting, editing, and formatting correspondence, presentations, and other materials. Organizational skills to prioritize and manage a heavy workload, as well as complete multiple, complex projects in an accurate and timely manner under pressure of deadlines; ability to handle interruptions/changes without impact on productivity. Proficiency with PC; thorough knowledge of MS Office (Word, Excel, Outlook and PowerPoint), DocuSign and Adobe Acrobat Professional. Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization. Strong service orientation. Demonstrated experience independently leading work efforts. Energetic self-starter who likes to do what it takes to get the job done. Excellent oral and written communication skills. Communicate effectively with all levels of staff, faculty, students and external constituencies, both verbally and in writing. Solid analytical / problem-solving skills. Meticulous attention to detail. Ability to multi-task with demanding timeframes. Ability to use high-level discretion and maintain a high level of confidentiality. Highly developed organizational skills. Experience with invoicing, payables and budget reconciliation. Preferred Qualifications Excellent interpersonal skills and public service orientation including tact, poise, and diplomacy to establish and maintain positive working relationships with management and staff in a large multifaceted organization. Experience with Concur expense management system Interest in finance and accounting or general business background; experience working in a high profile, highly collaborative environment. Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, meetings/events logistics, and associated travel and/or hotel arrangements. Familiarity with the Office of the President processes, protocols, and procedures. Education Required Qualifications Bachelor's degree in related area and / or equivalent experience / training SPECIAL CONDITIONS This position has been approved for a hybrid work arrangement. The person hired must report to work on-site at UC's Office of the President (UCOP) located in Oakland, CA, on Tuesdays and Wednesdays, subject to change. The person hired will be required to reside in the State of California. SALARY AND BENEFITS Job Title Exec Ast 3 CX Job Code 004702 Other Information This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. Salary Grade STEPS Payscale: $37.80 - $55.07/hour, commensurate with experience Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging ADDITIONAL INFORMATION HOW TO APPLY Please be prepared to attach a cover letter and resume with your application. APPLICATION REVIEW DATE The first review date for this job is August 3, 2026. The position will be open until filled. CONDITIONS OF EMPLOYMENT Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements. As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. UC Sexual Violence and Sexual Harassment Policy UC Anti-Discrimination Policy for Employees, Students and Third Parties APM - 035: Affirmative Action and Nondiscrimination in Employment EEO STATEMENT 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. The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: .