Executive Assistant

Job Summary Under the direct supervision of the Chair, the incumbent provides high-level administrative support as a member of the School of Medicine: Pathology and Laboratory Medicine (SOM: Pathology) Executive Support Team. Specifically, the incumbent serves as the Executive Assistant to the Department Chair and the Chief Administrative Officer (CAO). The incumbent is expected to utilize initiative, judgement, and discretion in researching, analysing and compiling necessary background information to assist the Chair and CAO in responding to a wide variety of complex issues; researches issues and initiates an array of correspondence on behalf of the Chair and/or CAO; independently assumes responsibility for issues that do not require the Chair or CAO involvement; applying problem‑solving techniques to resolve various situations, and provides referrals to appropriate offices and authorities; must be familiar with UC policies and procedures to review all forms which require approval of the Chair or CAO. As principal support to the Chair and CAO, the incumbent responds through verbal and/or written communication to a wide variety of inquiries through interactions with faculty, staff, trainees, students, the public and the highest levels of Health System, Campus and University administration, including the Office of the President and the Chancellor's Office; manages complex electronic calendars of the Chair, independently committing the Chair to action, determining priorities of meetings and resolving scheduling conflicts; provides support for meetings and travel. Apply By Date: 06/26/2026 at 11:59PM. Minimum Qualifications Bachelor's degree and/or 2-4 years of high‑level experience as an executive assistant. High‑level executive assistant role. Proven strong political acumen and ability to successfully operate within a diverse, complex organization. Proven ability to apply high ethical standards to business practices and decision making and procedures are thoroughly communicated to provide context to leadership in the decision‑making process. Demonstrated ability to work with senior officials and executives and ability to think strategically and serve as a sounding board. Demonstrated ability to work as a member of a team. Analytical skills to anticipate/identify problems, to research and interpret data, to present analysis, and to develop solutions for resolution and implementation. Experience establishing goals and workload priorities and organising and coordinating multiple complex projects with competing deadlines. Strong writing skills and experience writing, editing, and proofreading documents to respond on behalf of senior level executives quickly and accurately using proper grammar, style and format, often in the voice of the executive. Experience supporting senior managers in an executive‑level office within an academic or similar environment. Excellent attention‑to‑detail and organisational skills in all areas of work. Proven ability to handle highly sensitive and confidential issues that require independent judgement and discretion, maintaining strict confidentiality of sensitive, confidential and/or privileged information. Experience using interpersonal, customer service and communication skills to interact and communicate in‑person, over the phone, through electronic e‑mail, etc. Experience scheduling, coordinating and managing multiple and complex electronic calendars, meetings, projects and events with skill to reason and discern priorities when determining executive action. Experience using Microsoft Office suite, including calendaring using Outlook and computer skills to apply various programmes (word processing, spreadsheets, databases, presentation software, etc.) to accomplish daily work and perform website maintenance. Professional skills to handle sensitive or difficult situations diplomatically, and to work with constituents from diverse backgrounds and perspectives. Preferred Qualifications 4+ years high‑level executive assistant experience. Knowledge of campus‑wide offices, services and contacts, and campus policies and procedures to interpret inquiries and requests to formulate appropriate action or response. Experience providing support to advisory councils and special committees. Experience supporting senior managers in an executive‑level office within an academic or similar environment. Experience with UCD automated systems. Thorough understanding of the mission of UC Davis Health and the sensitive nature of a department Chair in the School of Medicine. Working knowledge of the operation and long‑range goals and policies of UC Davis and UC Davis Health. Experience exercising political acumen and sensitivity to different perspectives and political circumstances throughout all levels of the campus as well as the Office of the President and external high‑level constituencies. Key Responsibilities 70% – Executive Support to Chair and CAO 30% – Logistical Administration Department Overview The Department of Pathology and Laboratory Medicine is a large, diverse, multi‑site department whose mission is to be scientific leaders who promote excellence through clinical diagnostics, next‑generation innovation, collaborative discovery and world‑class education in service to all communities. UC Davis is leading the way in diagnosing, treating, and ultimately preventing disease. Pathology brings these tools together with education and patient care to transform the field. This position sets the highest standards for professionalism and administrative competency as the department continues a period of growth and restructuring. The department has over $12 million in external research funding which supports multi‑disciplinary research in neuroscience, cancer, computational pathology, and healthcare delivery science, and leads the Centre for Diagnostic Innovation. Education is provided at many levels, including highly‑ranked required courses and electives for medical students, a 16‑person residency programme, 7 fellowships, and participation in graduate programmes. Departmental academic operations are conducted within central administrative offices in various locations at the Medical Centre in Sacramento and in research space on both the Sacramento and Davis campuses. Position Information Salary or Pay Range: $2,843.37 – $4,309.63 Salary Frequency: Biweekly Salary Grade: 155 UC Job Title: EXEC AST 3 CX UC Job Code: 004702 Appointment Type: Staff: Career Percentage of Time: 100 Shift (Work Schedule): 8:00 to 16:30 Location: Histology Building (PATH‑V ST) (HSP015) Union Representation: CX‑Clerical/Admin Benefits Eligible: Yes This position is 100% on‑site Benefits High quality and low‑cost medical plans to choose from to fit your family's needs UC pays for Dental and Vision insurance premiums for you and your family Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement Continuing Education allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement Access to free professional development courses and learning opportunities for personal and professional growth WorkLife and Wellness programmes and resources On‑site Employee Assistance Programme including access to free mental health services Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Programme for qualified roles Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here Physical Demands Standing – Frequent 3 to 6 Hours Walking – Frequent 3 to 6 Hours Sitting – Continuous 6 to 8+ Hours Lifting/Carrying 0‑25 Lbs – Occasional Up to 3 Hours Lifting/Carrying 26‑50 lbs – Occasional Up to 3 Hours Pushing/Pulling 0‑25 Lbs – Occasional Up to 3 Hours Pushing/Pulling 26‑50 lbs – Occasional Up to 3 Hours Bending/Stooping – Frequent 3 to 6 Hours Squatting/Kneeling – Frequent 3 to 6 Hours Twisting – Frequent 3 to 6 Hours Climbing (e.g., stairs or ladders) – Occasional Up to 3 Hours Reaching overhead – Frequent 3 to 6 Hours Keyboard use/repetitive motion – Continuous 6 to 8+ Hours Mental Demands Sustained attention and concentration – Continuous 6 to 8+ Hours Complex problem solving/reasoning – Frequent 3 to 6 Hours Ability to organise & prioritise – Frequent 3 to 6 Hours Communication skills – Frequent 3 to 6 Hours Numerical skills – Frequent 3 to 6 Hours Constant Interaction – Continuous 6 to 8+ Hours Customer/Patient Contact – Continuous 6 to 8+ Hours Multiple Concurrent Tasks – Continuous 6 to 8+ Hours Work Environment UC Davis is a smoke‑and‑tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e‑cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space. Special Requirements This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment. This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements. Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. #J-18808-Ljbffr University of California - Davis