Administrative/Executive Assistant

Summary:

• Work Mode: Onsite no fewer than 3 days, unless reception coverage is needed, then up to 5 days
• Location: 745 Parnassus if reception coverage is needed, 499 Illinois if no receptionist coverage needed
• Shift Hours: Start times between 8:45 and 9am for 8 hours, Monday through Friday

Responsibilities:

• Provide administrative oversight for an executive, coordinating communications and pertinent data among subordinate management staff
• Perform and oversee special projects or assignments that are highly sensitive or complex
• Handle details and oversee work of a highly confidential and critical nature
• Ensure administrative processes and office operations run smoothly in the executive's office
• Direct daily administrative operations, including calendar management, coordinating travel, and submitting reimbursements
• Provide administrative support to campus counsel attorneys and general reception services for the Office of Legal Affairs
• Plan and schedule meetings, conferences, teleconferences, and travel

Requirements:

• Executive Assistant experience
• Ability to organize meeting logistics, triage incoming calls and messages, manage complex calendaring needs, letter writing, and presentation development
• Thorough knowledge of common organization-specific and other computer application programs
• Solid analytical and problem-solving skills
• Strong service orientation and communication skills with all levels of staff, faculty, alumni, donors, students, and external constituencies
• Ability to prioritize and triage matters based on urgency and seriousness
• Ability to multi-task with demanding timeframes and maintain a high level of confidentiality
• Skilled in organizing, tracking, and prioritizing tasks in an environment of multiple competing urgencies
• Ability to work collaboratively within a high-volume in-house legal practice

Preferred Skills:

• Paralegal certification or education is nice to have but not required
• Strong judgment, flexibility, and openness to change with a mindset of continuous improvement
• Commitment to the research, teaching, and mission of UCSF and its PRIDE Values, including a commitment to public service