Executive Assistant

Executive Assistant

Filing Deadline: Mon 10/12/2026

UC San Diego values and welcomes people from all backgrounds. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 10/01/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.

The Vice Chancellor of Marine Sciences office is a component of the overall Scripps Administration that oversees pertinent business for both the Deputy Director of Research (DDR) and the Vice Chancellor Marine Sciences (VCMS)/SIO Director. Both the VCMS and the DDR require high-level administration assistance to oversee the institution's mission.

Although the position reports to Executive Assistant 4, the Executive Assistant 3 primary roles is to provide analytical and liaison support for the VCMS between senior management in Marine Sciences, other VCMS departments, UCSD offices and external constituencies. The EA3 collects, analyzes, organizes, manages, presents, acts upon, and distributes data, and participates in projects as identified by the VCMS, Deputy Director for Research (DDR), and other VCMS leadership. The EA3 ensures that the VCMS, DDR, and other leadership are properly briefed, staffed and prepared for meetings when necessary, and assists with drafting clear and accurate correspondence and reports. The EA3 is the primary coordinator for the Scripps Director's Council. The incumbent must maintain strict confidence of privileged information and exercise mature judgment as well as excellent discretion, tact, sensitivity, diplomacy, flexibility, and organizational abilities.

The Executive Assistant oversees the day-to-day activity and smooth functioning of the VCMS office. The EA3 develops initiatives and implements improvements to enhance and streamline administrative processes. The executive assistant provides work direction to the VCMS Office Assistant– Confidential, coordinating assignments and monitoring work, and fostering a positive work environment. The EA3 also serves as the records controller for official VCMS administrative records. Ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Qualifications include:

• Strong analytical / problem-solving skills.
• Experience with coordination of travel arrangements and events.
• Experience with basic accounting transactions.
• Political acumen and sensitivities.
• Ability to multi-task with demanding timeframes.
• Ability to oversee the scheduling of a variety of meetings and conferences.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Demonstrated experience and proven ability to maintain an extremely complicated executive calendar and to make executive travel arrangements.
• Strong composition, editing, and proofreading skills.
• With all levels of staff, faculty, alumni / donors, students and external constituencies ability to write and speak clearly and present detailed information and analysis.

Special Conditions: Job offer contingent of Background Check clearance.

Pay Transparency Act

Annual Full Pay Range: $67,700 - $118,500 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $32.42 - $56.75

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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.