EXECUTIVE ASSISTANT

Job Posting

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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

Finance Management assesses capital markets to finance capital and working capital needs for the University’s campuses, laboratories, and medical centers and manages UC's debt portfolio. The department also manages over $130 billion in annual cash flows and serves as a systemwide partner in cash and liquidity management, banking services, and cash forecasting as well as originates and services mortgage loans for certain faculty.

Position Summary

Provides comprehensive administrative and operational support to the Finance Management AVP and the department as a whole. This position plays a vital role in ensuring smooth coordination of departmental activities, supporting administrative processes, and facilitating communication between the department, other business units, and external stakeholders. The EA must demonstrate strong organizational skills, attention to detail and a high degree of professionalism.

Key Responsibilities

• 40% Departmental Support: Oversees and ensures the daily administrative operations run smoothly for the department, including coordinate departmental calendars and travel. Assist in onboarding and coordinating with new finance staff, as needed.
• 30% Meeting and Project Support: Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Identify opportunities to streamline administrative processes and support implementation of new tools, systems, or reporting formats to enhance departmental productivity.
• 20% Executive Administrative Coordination: Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Briefs executives on deadlines and the status of pending issues. Investigates issues and problems; drafts and prepare responses to urgent requests.
• 10% Other duties, as assigned, including handling the details of a variety of matters on behalf of the executive and implementing related business processes.
  
  

Experience

Required Qualifications

• Min 5 years Equivalent experience
  
  

Skills And Abilities

Required Qualifications

• Familiarity with the organization's processes, protocols and procedures.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills.
• 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.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff and external constituencies, both verbally and in writing.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
  
  

Education

Preferred 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

Salary Grade

Salary: CX STEP hourly rate, $37.80 - $55.07, 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 October 29, 2025. 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.

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