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UC San Diego · 2 days ago

Executive Assistant 3 (CX) - HYBRID - 136904

San Diego, CA

Full-time

Hybrid

Mid, Senior Level

$78K/yr - $87K/yr

5+ years exp

UC San Diego is a leading institution that plays a vital role in advancing the university’s academic and research mission. The Executive Assistant provides high-level administrative support to the Assistant Vice Chancellor/Controller, managing complex matters and fostering collaborative relationships within Business & Financial Services.

EducationHigher EducationUniversities

Growth Opportunities

H1B Sponsor Likely

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

Qualification

Executive supportOffice managementCustomer serviceAnalytical skillsProductivity softwarePolitical acumenInterpersonal skillsCommunication skillsConfidentialityProblem-solving

Required

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, including assisting high-level leadership with complex and confidential administrative responsibilities

Ability to multitask with demanding timeframes; proven experience providing high-level independent administrative support with strong judgment in coordinating complex activities, organizing and prioritizing office functions, and managing multiple priorities and competing deadlines

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, as well as the Office of the President and external constituencies

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

Company

UC San Diego

Glassdoor4.1

UC San Diego Extension is an online research university for community leaders and professionals.

Founded in 1966

La Jolla, California, USA

10001+ employees

https://extension.ucsd.edu/

H1B Sponsorship

UC San Diego has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (308)

2024 (261)

2023 (232)

2022 (223)

2021 (131)

2020 (105)