#101814 Executive Assistant

La Jolla, CA
Sep 20, 2019
Institution Type
Four-Year Institution

UCSD Layoff from Career Appointment: Apply by 09/23/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/10/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Office of the Chancellor supports the UC San Diego mission and Chancellor’s leadership by providing administrative, organizational, and communications support and strategy development and services to advance the Chancellor’s vision and to execute campus priorities as identified in UC San Diego’s strategic plan.

The Executive Assistant provides high-level administrative support to the Chancellor's Office leadership staff, the Assistant Chancellor/Chief of Staff and the Assistant Chancellor, on a broad range of complex, sensitive, and confidential issues, including independent management of complex daily and long-range workload, meeting and travel schedules, processing of accounting and travel actions, and communication with executive leadership and diverse campus and community stakeholders on the Assistant Chancellor/Chief of Staff and Assistant Chancellor's behalf. Uses strong analytical skills to determine responses to the challenges in a fast-paced executive office.

The Executive Assistant researches and compiles data, and manages files maintained by the Assistant Chancellor/Chief of Staff and the Assistant Chancellor. Serves as office coordinator, ensuring administrative processes and office operations run smoothly, while demonstrating good judgment in selecting methods and techniques for obtaining solutions. Serves as the first point of contact for Chancellor Immediate Office visitors.

Position is designated "Confidential" within the meaning of the Higher Education Employer-employee Relations Acts.

  • Please submit a cover letter for a complete application.
  • Demonstrated experience managing multiple complex calendars with a significant volume of standing and highly complex ad hoc meetings.

  • Ability to multi-task with demanding time frames. Strong experience with providing a full range of high-level independent administrative support combined with skill to coordinate complex activities and use independent judgement to organize and prioritize office functions.

  • Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing. Professional experience providing high level support to executives.

  • Excellent organizational and time management skills; ability to determine workload priorities; independently manage projects. Ability to self-motivate, to independently follow tasks through to completion, and to take ownership of work performance.

  • At all times, demonstrate the characteristics of professionalism in attire, attitude, conversation, behavior and attentiveness to others; uphold the UC San Diego Principles of Community and promote a positive and collaborative team environment.

  • Thorough knowledge of common organization-specific and other computer application programs. Working knowledge and experience with Microsoft Word, Excel, PowerPoint, Outlook, Safari, Firefox, Visio, SharePoint, internet browser and scanning.

  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.

  • Ability to use high-level discretion and maintain a high level of confidentiality. Maintain detailed, accurate and as appropriate, confidential records. Discretion and understanding of sensitive issues.

  • A Bachelor's Degree in related area; and/or equivalent experience/training.

  • A background check is required.

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