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UC San Diego Logo UC San Diego · Office Administration

Executive Assistant, Advancement Services

United States, San Diego 78306.00 - 114076.00 USD / Year · Job Posted May 30, 2026
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Job Description

Reporting to the Associate Vice Chancellor for Advancement Services and Alumni Relations (AVC-AS & AR), the Executive Assistant provides high-level administrative and programmatic support on a broad range of complex, sensitive, and confidential issues. This position requires independent management of complex daily operations, long-range planning, and diplomatic communication with senior campus leadership, donors, prospects and diverse stakeholders. The Executive Assistant exercises judgment and initiative in analyzing sensitive issues, identifying viable options, and implementing solutions often involving campus and Advancement senior leadership. Serves as office manager ensuring smooth day-to-day operations, manages special projects of a highly confidential nature, and functions as the primary liaison between the AVC-AS & AR office and senior administrators and external constituents.

Job Responsibility

  • Reporting to the Associate Vice Chancellor for Advancement Services and Alumni Relations (AVC-AS & AR), the Executive Assistant provides high-level administrative and programmatic support on a broad range of complex, sensitive, and confidential issues
  • This position requires independent management of complex daily operations, long-range planning, and diplomatic communication with senior campus leadership, donors, prospects and diverse stakeholders
  • The Executive Assistant exercises judgment and initiative in analyzing sensitive issues, identifying viable options, and implementing solutions often involving campus and Advancement senior leadership
  • Serves as office manager ensuring smooth day-to-day operations, manages special projects of a highly confidential nature, and functions as the primary liaison between the AVC-AS & AR office and senior administrators and external constituents

Requirements

  • Thorough knowledge of common organization-specific and other computer application programs
  • Strong experience in business application software including: MS Word, Outlook, Access, Calendars, Excel, PowerPoint, web-based programs, browsers, electronic mail, databases, and word processing with fast, accurate key entry skills
  • Familiarity with the organization's processes, protocols and procedures
  • Demonstrated ability to accurately interpret and implement policies, procedures, regulations, and effectively communicate and disseminate information
  • Strong service orientation
  • Extremely strong teamwork, collaboration, provision of service, and cooperation skills with demonstrated ability to successfully resolve conflicts in a professional manner
  • Solid analytical / problem-solving skills
  • Demonstrated problem-solving skills with proven ability to research and analyze situations, identify existing or potential impacts, develop and recommend innovative solutions, determine and implement procedures to accomplish effective resolution, and evaluate results or progress
  • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing
  • Knowledge of federal regulations such as FERPA
  • General knowledge of common higher education-related regulations with application to administration, students, and/or staffing
  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies
  • Ability to multi-task with demanding timeframes
  • Extremely strong organizational skills with demonstrated experience in setting priorities, accomplishing multiple tasks simultaneously, producing timely results, and meeting deadlines, in a varied demand work environment while maintaining an extremely high level of attention to detail and accuracy
  • Excellent interpersonal communication skills in person, telephone, or in writing, with demonstrated experience in effectively communicating and disseminating information in a clear, concise, positive, service-oriented and professional manner with maturity, tact, and diplomacy
  • Excellent written communication skills with demonstrated ability to effectively compose, edit, and proofread letters, memoranda, agendas, and summary reports with clear and concise expression, proper grammar, style, format, and punctuation
  • Proven experience providing high-level executive support including complex calendar management, meeting coordination, travel arrangements, and general office administration
  • Ability to use high-level discretion and maintain a high level of confidentiality
  • Proven ability to maintain strict confidentiality at all times with demonstrated experience in utilizing good judgement and discretion when working with a variety of sensitive issues or highly confidential information
  • Solid skills in problem identification
  • Experienced in recognition of problems in systems and administrative processes during review or operational use, identifying opportunities for improvements
  • Demonstrated competency and commitment to equity, diversity and inclusion
  • Advising and counseling skills
  • Solid skills in problem identification
  • Experienced in recognition of problems in systems and administrative processes during review or operational use, identifying opportunities for improvements
  • Proven ability to work independently and effectively with minimal supervision, make decisions, accurately anticipate executive needs, take initiative, learn quickly, demonstrate flexibility, and maintain professional composure while working under pressure of frequent interruptions and changing priorities
  • Ability to accurately and rapidly review and process a large volume of materials dealing with a broad spectrum of issues with proven skill in researching, compiling, organizing, interpreting and selecting data and materials from various sources to effectively prepare reports or share information
  • Knowledge of standard accounting practices, fund management, and internal control applications, with mathematical skills sufficient to monitor appropriations and expenses, reconcile ledgers, prepare grant budget proposals, process various accounting and travel transactions, and develop spreadsheets
  • Ability to develop, implement and maintain efficient administrative record retention systems (manual and computerized) for internal use, in accordance with campus or department policy and practice
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