Executive Assistant 3 (CX) - HYBRID - 136904
UC San Diego, San Diego, California, United States, 92189
La Jolla, 9500 Gilman Drive, San Diego, CA 92093, United States
Executive Assistant – Hybrid (CX) Business & Financial Services (BFS) at UC San Diego manages the university’s financial resources and ensures strong stewardship. Reporting to the Assistant Vice Chancellor and Controller, BFS is a central hub for financial operations across campus.
Key Responsibilities
Provide executive‑level administrative support, including managing complex calendars, scheduling, correspondence, and travel arrangements for the Controller and direct reports.
Serve as the primary office manager, supporting departmental needs such as equipment tracking, purchasing, payment authorizations, and coordination with campus partners on facilities and space management.
Support departmental projects and initiatives by coordinating logistics, preparing materials, and ensuring timely follow‑up.
Assist with process improvements that enhance efficiency and consistency across administrative operations.
Plan and support conferences, meetings, and other high‑profile events.
Qualifications
Bachelor’s degree in business administration, public administration, or a related field and five (5) years of professional experience in executive support, administrative analysis, or office operations; or an equivalent combination of education and experience.
Strong service orientation with extensive experience providing customer service to leadership, staff, stakeholders, and customers.
Ability to multitask with demanding timeframes; proven experience providing high‑level independent administrative support with strong judgment.
Excellent interpersonal, written, and oral communication skills with demonstrated ability to interact effectively with staff, faculty, alumni/donors, students, and external constituencies.
Demonstrated understanding of confidentiality and compliance requirements, with proven ability to exercise discretion and sound judgment in handling sensitive information and organizational matters.
Experience in office management principles, practices, and procedures.
Knowledge of office equipment procurement processes; ability to track and maintain inventory of departmental technology resources (e.g., laptops, keyboards, peripherals) and ensure timely ordering, distribution, and support for staff needs.
Familiarity with organizational processes, protocols, and procedures.
Solid analytical and critical thinking skills with the ability to anticipate issues, identify problems, resolve conflicts, and proactively remove obstacles.
Proficiency with productivity software and collaboration tools (e.g., Zoom, Teams, Slack) with the ability to quickly learn and adapt to new platforms.
Thorough knowledge of common organization‑specific and other computer application programs.
Political acumen and sensitivity to differing perspectives and circumstances within all levels of the organization.
Ability to foster and support a culture of accountability, efficiency, trust, and respect across the organization.
Familiarity with the operations of a Controller’s Office, including its core functions and relationships with key partners and stakeholders.
Knowledge of federal regulations such as FERPA.
Special Conditions
Job offer is contingent upon satisfactory clearance based on Background Check results.
Pay Transparency Act Annual Full Pay Range: $78,306 – $114,076 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $37.50 – $54.63
Work Schedule Hybrid with 2–3 days per week onsite.
Additional Information To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors.
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.
For the University of California’s Anti‑Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti‑Discrimination
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.
Misconduct Disclosure Requirement As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
For reference, below are UC’s policies addressing some forms of misconduct:
UC Sexual Violence and Sexual Harassment Policy
UC Anti‑Discrimination Policy
Abusive Conduct in the Workplace
Vaccination Program Compliance
Employment by the University of California requires compliance with the Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.
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Executive Assistant – Hybrid (CX) Business & Financial Services (BFS) at UC San Diego manages the university’s financial resources and ensures strong stewardship. Reporting to the Assistant Vice Chancellor and Controller, BFS is a central hub for financial operations across campus.
Key Responsibilities
Provide executive‑level administrative support, including managing complex calendars, scheduling, correspondence, and travel arrangements for the Controller and direct reports.
Serve as the primary office manager, supporting departmental needs such as equipment tracking, purchasing, payment authorizations, and coordination with campus partners on facilities and space management.
Support departmental projects and initiatives by coordinating logistics, preparing materials, and ensuring timely follow‑up.
Assist with process improvements that enhance efficiency and consistency across administrative operations.
Plan and support conferences, meetings, and other high‑profile events.
Qualifications
Bachelor’s degree in business administration, public administration, or a related field and five (5) years of professional experience in executive support, administrative analysis, or office operations; or an equivalent combination of education and experience.
Strong service orientation with extensive experience providing customer service to leadership, staff, stakeholders, and customers.
Ability to multitask with demanding timeframes; proven experience providing high‑level independent administrative support with strong judgment.
Excellent interpersonal, written, and oral communication skills with demonstrated ability to interact effectively with staff, faculty, alumni/donors, students, and external constituencies.
Demonstrated understanding of confidentiality and compliance requirements, with proven ability to exercise discretion and sound judgment in handling sensitive information and organizational matters.
Experience in office management principles, practices, and procedures.
Knowledge of office equipment procurement processes; ability to track and maintain inventory of departmental technology resources (e.g., laptops, keyboards, peripherals) and ensure timely ordering, distribution, and support for staff needs.
Familiarity with organizational processes, protocols, and procedures.
Solid analytical and critical thinking skills with the ability to anticipate issues, identify problems, resolve conflicts, and proactively remove obstacles.
Proficiency with productivity software and collaboration tools (e.g., Zoom, Teams, Slack) with the ability to quickly learn and adapt to new platforms.
Thorough knowledge of common organization‑specific and other computer application programs.
Political acumen and sensitivity to differing perspectives and circumstances within all levels of the organization.
Ability to foster and support a culture of accountability, efficiency, trust, and respect across the organization.
Familiarity with the operations of a Controller’s Office, including its core functions and relationships with key partners and stakeholders.
Knowledge of federal regulations such as FERPA.
Special Conditions
Job offer is contingent upon satisfactory clearance based on Background Check results.
Pay Transparency Act Annual Full Pay Range: $78,306 – $114,076 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $37.50 – $54.63
Work Schedule Hybrid with 2–3 days per week onsite.
Additional Information To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors.
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.
For the University of California’s Anti‑Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti‑Discrimination
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.
Misconduct Disclosure Requirement As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
For reference, below are UC’s policies addressing some forms of misconduct:
UC Sexual Violence and Sexual Harassment Policy
UC Anti‑Discrimination Policy
Abusive Conduct in the Workplace
Vaccination Program Compliance
Employment by the University of California requires compliance with the Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.
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