University of California Office of the President
EXECUTIVE ASSISTANT TO EVP AND PROVOST
University of California Office of the President, Oakland, California, United States, 94616
Overview
Job ID: 80990 | Location: Oakland | Full Time
Job Posting for the University of California, Office of the President (UCOP). This position is for an Executive Assistant 4 reporting to the Executive Vice President for Academic Affairs and Provost (EVP/P). The EVP/P is responsible for development, implementation and monitoring of academic policies and programs universitywide. The Executive Assistant provides administrative oversight, manages complex communications and calendars, and coordinates with internal and external stakeholders to support the EVP/P and the Division of Academic Affairs.
Responsibilities
35% Communications: Develops and implements systems for managing information, projects and communications; maintains a comprehensive database of initiatives; acts as gatekeeper to prioritize issues; handles confidential inquiries and materials; prepares executive briefings, reports, and summaries; drafts correspondence and meeting materials; ensures proper formatting and attachments for review and signature.
25% Complex Calendaring: Oversees the EVP/P’s schedule, prioritizes meetings, coordinates with system-wide offices, and resolves scheduling conflicts; stays informed on ongoing activities to assist with planning and briefings.
15% Meeting/Travel Planning and Data Gathering: Coordinates travel and meeting logistics; compiles background materials; prepares detailed summaries for the EVP/P and for use in correspondence and documents; ensures preparation of materials prior to meetings with Regents, campus leaders and officials.
25% Manage EA Staff and Monitor Resource Allocation: Directs daily administrative operations for the EVP/P’s Immediate Office; recruits and manages support staff as assigned; develops procedures to streamline meeting planning and office operations; maintains complex filing and tracking systems; performs special projects as assigned.
Required Qualifications
Bachelor's degree and a minimum of five years progressive experience in an executive assistant role, preferably at UC, with high-profile administrative responsibilities or an equivalent combination of education and experience.
Experience planning and coordinating logistics for meetings and events, including scheduling, catering, AV, travel and hotel arrangements.
Ability to rapidly acquire in-depth understanding of UCOP and Academic Affairs programs, and to field inquiries from diverse constituent groups with professionalism.
Strong analytical, research, verbal and written/editorial skills; ability to manage confidential information with discretion; high level of tact and diplomacy.
Excellent interpersonal skills, public service orientation, and the ability to work within a large, multifaceted organization.
Demonstrated project management, organizational skills, attention to detail and the ability to manage a heavy workload under deadlines.
Ability to work independently and collaboratively as part of a team; strong record-keeping and document management abilities.
Proficiency with PC applications, MS Office, Adobe Acrobat Pro, and Outlook; ability to manage electronic and paper records.
Preferred Qualifications
Prior executive administrative support experience at a UC campus; supervisory experience preferred.
Ability to maintain discretion and confidentiality at all times.
Education Bachelor's degree required.
Salary and Benefits Job Title: Executive Assistant 4
Job Code: 007385
Salary Grade: Grade 22
Salary: $120,000 - $140,000, commensurate with experience. The full salary range is provided as a guide; final offer depends on candidate qualifications and experience.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
How to Apply and Additional Information Please be prepared to attach a cover letter and resume with your application.
Application Review Date: September 19, 2025. The position will be open until filled.
Conditions of Employment: Background check required; UC smoke-free policy; vaccination program policy; disclosure of prior misconduct decisions as applicable.
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.
Accessibility: The UCOP job board is accessible. For accessibility assistance, contact the Human Resources Department at epost@ucop.edu.
Job posting notes: This description reflects the current job responsibilities and requirements and is subject to change. This posting is open to internal and external applicants.
#J-18808-Ljbffr
Job Posting for the University of California, Office of the President (UCOP). This position is for an Executive Assistant 4 reporting to the Executive Vice President for Academic Affairs and Provost (EVP/P). The EVP/P is responsible for development, implementation and monitoring of academic policies and programs universitywide. The Executive Assistant provides administrative oversight, manages complex communications and calendars, and coordinates with internal and external stakeholders to support the EVP/P and the Division of Academic Affairs.
Responsibilities
35% Communications: Develops and implements systems for managing information, projects and communications; maintains a comprehensive database of initiatives; acts as gatekeeper to prioritize issues; handles confidential inquiries and materials; prepares executive briefings, reports, and summaries; drafts correspondence and meeting materials; ensures proper formatting and attachments for review and signature.
25% Complex Calendaring: Oversees the EVP/P’s schedule, prioritizes meetings, coordinates with system-wide offices, and resolves scheduling conflicts; stays informed on ongoing activities to assist with planning and briefings.
15% Meeting/Travel Planning and Data Gathering: Coordinates travel and meeting logistics; compiles background materials; prepares detailed summaries for the EVP/P and for use in correspondence and documents; ensures preparation of materials prior to meetings with Regents, campus leaders and officials.
25% Manage EA Staff and Monitor Resource Allocation: Directs daily administrative operations for the EVP/P’s Immediate Office; recruits and manages support staff as assigned; develops procedures to streamline meeting planning and office operations; maintains complex filing and tracking systems; performs special projects as assigned.
Required Qualifications
Bachelor's degree and a minimum of five years progressive experience in an executive assistant role, preferably at UC, with high-profile administrative responsibilities or an equivalent combination of education and experience.
Experience planning and coordinating logistics for meetings and events, including scheduling, catering, AV, travel and hotel arrangements.
Ability to rapidly acquire in-depth understanding of UCOP and Academic Affairs programs, and to field inquiries from diverse constituent groups with professionalism.
Strong analytical, research, verbal and written/editorial skills; ability to manage confidential information with discretion; high level of tact and diplomacy.
Excellent interpersonal skills, public service orientation, and the ability to work within a large, multifaceted organization.
Demonstrated project management, organizational skills, attention to detail and the ability to manage a heavy workload under deadlines.
Ability to work independently and collaboratively as part of a team; strong record-keeping and document management abilities.
Proficiency with PC applications, MS Office, Adobe Acrobat Pro, and Outlook; ability to manage electronic and paper records.
Preferred Qualifications
Prior executive administrative support experience at a UC campus; supervisory experience preferred.
Ability to maintain discretion and confidentiality at all times.
Education Bachelor's degree required.
Salary and Benefits Job Title: Executive Assistant 4
Job Code: 007385
Salary Grade: Grade 22
Salary: $120,000 - $140,000, commensurate with experience. The full salary range is provided as a guide; final offer depends on candidate qualifications and experience.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
How to Apply and Additional Information Please be prepared to attach a cover letter and resume with your application.
Application Review Date: September 19, 2025. The position will be open until filled.
Conditions of Employment: Background check required; UC smoke-free policy; vaccination program policy; disclosure of prior misconduct decisions as applicable.
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.
Accessibility: The UCOP job board is accessible. For accessibility assistance, contact the Human Resources Department at epost@ucop.edu.
Job posting notes: This description reflects the current job responsibilities and requirements and is subject to change. This posting is open to internal and external applicants.
#J-18808-Ljbffr