Executive Assistant To Systemwide Controller

Job : 87381

Title: Executive Assistant 3 (CX) – Associate Vice President, Systemwide Controller

Location: Oakland, UC Office of the President (Franklin Building)

Under general supervision, the Executive Assistant provides administrative and special project support to the Associate Vice President, Systemwide Controller and her Chief of Staff. Responsibilities include management of complex schedules and correspondence, meeting coordination, travel and event planning, coordination of communications among executive staff, report generation, and file management. As a backup to the Administrative Officer, the assistant coordinates with procurement and budget offices and processes payments and invoices.

The role also involves oversight of highly sensitive or complex special projects, requiring independence, initiative, and discretion in handling confidential matters.

• Serve as gatekeeper: prioritize issues, screen calls and emails, assign tasks to staff, advise on calendar, and prepare briefing materials and confidential reports.
• Conduct administrative support for the UC Controller department: coordinate meetings, manage onboarding, recognition programs, and maintain electronic and paper files.
• Develop and implement systems for managing information, projects, and communications; lead special projects; review documents for compliance with UC protocol; coordinate electronic signatures; and maintain document tracking.
• Act as backup to the Administrative Officer for travel, meetings, purchasing, invoice processing, and internal financial transfers.

• Minimum 5 years of progressive executive assistant experience, including at least 3 years in a similar role.

• Proficient in complex scheduling, logistical arrangements, drafting, editing, and formatting correspondence, presentations, and other materials.
• Excellent organizational skills to prioritize and manage a heavy workload under tight deadlines.
• Proficiency with PC, MS Office (Word, Excel, Outlook, PowerPoint), Docu Sign, and Adobe Acrobat Professional.
• Political acumen and sensitivity to diverse perspectives within the organization.
• Strong service orientation, self‑starter, excellent oral and written communication, analytical thinking, meticulous attention to detail, and high level of discretion and confidentiality.
• Experience with invoicing, payables, and budget reconciliation.

• Excellent interpersonal skills, public service orientation, tact, poise, and diplomacy.
• Experience using Concur expense management system and interest in finance or accounting.
• Demonstrated ability to plan and coordinate logistics for meetings and events of varying size and scope.
• Familiarity with Office of the President processes, protocols, and procedures.

• Bachelor's degree in a related field and/or equivalent experience or training.

This position is approved for a hybrid work arrangement. The employee must work on-site at the UCOP office in Oakland, CA, on Tuesdays and Wednesdays (subject to change) and must reside in the State of California.

Salary Grade: STEPS
Payscale: $37.80 - $55.07 per hour, commensurate with experience

Benefits information is available in the comprehensive benefits package offered by the University.

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.