Executive Assistant

Job Summary

Under the direct supervision of the Chair, the incumbent provides high-level administrative support as a member of the School of Medicine:
Pathology and Laboratory Medicine (SOM: Pathology) Executive Support Team. Specifically, the incumbent serves as the Executive Assistant to the Department Chair and the Chief Administrative Officer (CAO). The incumbent is expected to utilize initiative, judgment, and discretion in researching, analyzing and compiling necessary background information to assist the Chair and CAO in responding to a wide variety of complex issues;

researches issues and initiates an array of correspondence on behalf of the Chair and/or CAO; independently assumes responsibility for issues that do not require the Chair or CAO involvement; applying problem-solving techniques to resolve various situations, and provides referrals to appropriate offices and authorities; must be familiar with UC policies and procedures to review all forms which require approval of the Chair or CAO.

As principal support to the Chair and CAO, the incumbent responds through verbal and/or written communication to a wide variety of inquiries through interactions with faculty, staff, trainees, students, the public and the highest levels of Health System, Campus and University administration, including the Office of the President and the Chancellor's Office; manages complex electronic calendars of the Chair, independently committing the Chair to action, determining priorities of meetings and resolving scheduling conflicts;

provides support for meetings and travel.

Apply By Date: 08/28/2026 at 11:59PM.

• Bachelor's degree and/or 2-4 years of high-level experience as an executive assistant.
• High-level executive assistant role.
• Proven strong political acumen and ability to successfully operate within a diverse, complex organization.
• Proven ability to apply high ethical standards to business practices and decision making and procedures are thoroughly communicated to provide context to leadership in the decision-making process.
• Demonstrated ability to work with senior officials and executives and ability to think strategically and serve as a sounding board.
• Demonstrated ability to work as a member of a team.
• Analytical skills to anticipate/identify problems, to research and interpret data, to present analysis, and to develop solutions for resolution and implementation.
• Experience establishing goals and workload priorities and organizing and coordinating multiple complex projects with competing deadlines.
• Strong writing skills and experience writing, editing, and proofreading documents to respond on behalf of senior level executives quickly and accurately using proper grammar, style and format, often in the voice of the executive.
• Experience supporting senior managers in an executive-level office within an academic or similar environment.
• Excellent attention-to-detail and organizational skills in all areas of work.
• Proven ability to handle highly sensitive and confidential issues that require independent judgment and discretion, maintaining strict confidentiality of sensitive, confidential and/or privileged information.
• Experience using interpersonal, customer service and communication skills to interact and communicate in-person, over the phone, through electronic e-mail, etc.
• Experience scheduling, coordinating and managing multiple and complex electronic calendars, meetings, projects and events with skill to reason and discern priorities when determining executive action.
• Experience using Microsoft Office suite, including calendaring using Outlook and computer skills to apply various programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish daily work and perform website maintenance.
• Professional skills to handle sensitive or difficult situations diplomatically, and to work with constituents from diverse backgrounds and perspectives

• 4+ years high-level executive assistant experience.
• Knowledge of campus-wide offices,…