Executive Assistant

About the role

The Executive Assistant supports the Vice Chancellor/Associate Vice Chancellor (VC/AVC) unit within UCSF’s Office of University Development and Alumni Relations (UDAR). The role serves as a key liaison between the VC/AVC, UDAR units, campus departments, and external constituencies.

Responsibilities

• Manage, plan, and administer a range of administrative operations within the VC/AVC unit.
• Communicate on behalf of the Associate Vice Chancellor and the VC/AVC unit with faculty, donors, campus leaders, and community partners.
• Coordinate meeting materials, complex scheduling, and business travel arrangements.
• Provide logistical support for meetings and events.
• Manage the Associate Vice Chancellor's calendar and provide occasional backup calendar support for the Vice Chancellor.
• Update donor contact reports and meeting records in the donor database.
• Resolve gift-related issues and communicate with donors, faculty, department contacts, and donor representatives.
• Process vendor purchase orders, invoices, and employee travel and expense reimbursements.
• Coordinate with Gift Administration to resolve gift-related issues and communicate with donors, faculty, department contacts, and donor representatives.
• Prepare donor and funding reports and assist with fundraising-related activities as needed.
• Coordinate with Gift Administration to resolve gift-related issues and communicate with donors, faculty, department contacts, and donor representatives.

Qualifications

• Thorough knowledge of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, with familiarity with Adobe and DocuSign.
• Solid analytical and problem-solving skills.
• Political acumen and sensitivity to differing perspectives and organizational dynamics across all levels of the organization, the Office of the President, and external constituencies.
• Strong service orientation.
• Excellent verbal and written communication skills with the ability to interact effectively with staff, faculty, alumni, donors, students, and external constituencies.