EXECUTIVE ASSISTANT TO THE CFO

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UC OFFICE OF THE PRESIDENT

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Position Base
Oakland

Location
UCOP - Franklin Building

Department Overview
The UC Finance Division has oversight of financial and capital project management at the campuses, academic medical centers and national labs. Areas of responsibility include budget analysis and planning, accounting and financial controls, risk management, systemwide procurement services, capital markets financing, capital resource management, and external relationships with rating agencies, investment houses, banks, financial auditors and financial regulators.

Position Summary
The person in this position serves as the Executive Assistant (EA) to the Executive Vice President and Chief Financial Officer (EVP/CFO) of the UC Finance Division, who is responsible for all aspects of financial management for the UC system which includes an annual operating budget in excess of $56 billion. The EA will report directly to the EVP/CFO's Chief of Staff (Chief of Staff) and provide administrative support, as needed. The incumbent provides administrative oversight for the EVP/CFO, including the coordination of communications and pertinent data among the executive's direct reports, coordinating closely with the Chief of Staff. The EA performs and/or oversees special projects or assignments that are highly sensitive or complex in nature, functioning with a high level of independence in the execution and implementation of these projects. The EA handles details which is often of a highly confidential and critical nature to support the executive on matters of significance. The EA supports the work of the EVP/CFO and Chief of Staff, as well as the UC Finance Division, by facilitating the work of the entire Division, ensuring smooth flow of administrative operations, and ensuring accountability for all business and management of the Division. Staff members in EVP/CFO immediate office are required to work as a team to maintain confidentiality and to perform their responsibilities with high levels of responsiveness, tact, and professionalism. The EA serves as the lead administrative contact for the EVP/CFO, making independent judgments about administrative matters. The incumbent is responsible for complex communications and calendaring by maintaining thorough understanding of the activities of the EVP/CFO and applying knowledge of Division priorities. This involves understanding the nature and sensitivity of issues, routing questions to the appropriate division leadership and staff members, and assuring that Regents, state and federal governmental officials, administrators at UCOP and at the campuses, department heads, and members of the public receive timely, courteous, accurate, and diplomatic responses. The incumbent must also ensure that appropriate backup materials are readily available in support of meetings for the EVP/CFO. Responsible for assuring that complete agendas and background information are prepared in a timely way for all meetings that include the EVP/CFO. This involves working closely with Chief of Staff and others in the Division to keep them informed of upcoming meetings, to request background information, and to compile necessary information.

Key Responsibilities

• 45% Communications Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices. Functions as the gatekeeper, understanding the requirements of the EVP/CFO, to prioritize issues according to urgency and allocate time accordingly. Monitors correspondence outside of regular business hours to ensure sure that urgent emails and phone calls from executives are addressed in a timely manner. Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy. Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the EVP/CFO, including those highly sensitive in nature. Screens and manages all incoming e-mail and correspondence, including highly confidential matters, and independently assigns responsibility for action to appropriate divisional staff. Researches, analyzes, and synthesizes information to prepare executive briefings, reports, and summaries. Provides background information, talking points and briefing materials for the EVP/CFO. Prepares correspondence, meeting materials and agendas in draft and/or final form following standard business format.
• 25% Complex Calendaring Manages the EVP/CFO and Chief of Staff's demanding schedules, complex calendar and meeting/travel planning. Independently exercises sound judgment in setting EVP/CFO's priorities; assesses the importance and urgency of ad hoc meeting requests based on who the key participants, the meeting location, and in some cases the nature of the meeting, and determine whether they can be accommodated as requested. In some instances, the EA may need to tactfully decline meeting requests. Coordinates all scheduling and resolves conflicts with executive/administrative support staff of other UC executives systemwide. Stays abreast of ongoing activities and projects to participate in the appropriate scheduling of such activities, such as briefings, planning sessions, workshops, conferences, etc.
• 15% Meeting/Travel Planning and Data Gathering Coordinates travel and meeting arrangements and conference calls involving multiple parties. Coordinates logistical needs and preparation of detailed itineraries including, but not limited to: airline/airport information, rental car arrangements, hotel information, meeting times, meeting location, parking instructions, lunch and/or dinner arrangements, directions/maps to hotels, names of meeting participants, social events, and any other information that may be required. At the conclusion of travel, the incumbent will process expense reimbursements for the EVP/CFO and Chief of Staff. Compiles and organizes relevant background materials from a variety of sources and/or speaking notes; performs subject matter research for Immediate Office, most of which is of a confidential and sensitive nature, and prepare detailed summaries, as directed. Ensures that full preparation of materials is accomplished prior to the EVP/CFO's meetings with Regents, Chancellors, senior administrators, faculty, government and international officials, and members of the community.
• 15% Internal Coordination In consultation with the Chief of Staff, prepares responses to urgent divisional requests on behalf of the EVP/CFO and independently investigates issues and problems. Briefs the EVP/CFO in a timely fashion about priorities and deadlines, on the status of pending issues. Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system. Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings. In consultation with the Chief of Staff serves as the chief resource person to staff in determining the priorities, as well as procedures and regulations in preparation of outgoing correspondence. Ensures that written work is formatted correctly, is complete and accurate, and adheres to UC protocol and policy, and that proper attachments and supplementary materials accompany items for review and signature.

Experience
Required Qualifications

• Min 8 years of progressive and successful experience in an executive assistant role, preferably at UC, performing a range of administrative functions including complex scheduling, logistical arrangements, writing, drafting, editing, and formatting correspondence, presentations, and other materials in a high-profile environment; or an equivalent combination of education and experience.
• Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, meetings/events logistics (such as conference room and catering reservations, AV equipment, and other needs), and associated travel and/or hotel arrangements.

Skills and Abilities
Required Qualifications

• Demonstrated ability to quickly acquire in-depth understanding of Finance Division programs, goals and objectives, including internal practices and procedures within the Immediate Office. Demonstrated ability to acquire general knowledge of the organizational structure of UCOP Divisions, UC locations (campuses, medical centers, and national labs), and the general types of concerns each area is responsible for handling in order to correctly field incoming calls and emails from various constituent groups, especially from those external to UC.
• Strong analytical and research skills as demonstrated by the ability to focus on key issues, gather and integrate information from a variety of sources and through appropriate consultation with a wide variety of constituents; determine appropriate course of action based on established guidelines or precedents; and consider/recommend alternatives. Demonstrated ability to interpret, compile, and sensitize data and materials to present a comprehensive and organized package.
• Strong verbal skills as demonstrated by the ability to gather and articulate ideas, thoughts, and information in a logical manner and sequence. Active listening skills to ensure that important points are noted and clearly communicated.
• Excellent written and editorial skills as demonstrated by the ability to compose and/or draft, edit, and proofread a large volume of sensitive materials according to specific formats and protocols. Ability to use clear and concise expression in composing correspondence and other documents applying appropriate language, grammar, punctuation, and business style.
• Excellent interpersonal skills and public service orientation; political acumen and sensitivity to differing perspectives and political circumstances; ability to establish and maintain positive working relationships with management and staff in a large multifaceted organization.
• Demonstrated experience projecting a professional and polished image that inspires confidence and trust; ability to maintain a high degree of discretion when working with confidential and sensitive information.
• Strong project management and organizational skills to prioritize and manage a heavy workload of the immediate office, as well as complete multiple, complex projects in an accurate and timely manner under pressure of deadlines; ability to handle interruptions/changes without impact on productivity.
• Demonstrated ability to work independently and proactively to follow through on assignments and achieve results with minimal supervision; demonstrated ability and willingness to work collaboratively and cooperatively as part of a team.
• Meticulous attention to detail as demonstrated by regularly verifying work to ensure accuracy.
• Proven skill in establishing and maintaining accurate and orderly electronic and paper record management systems.
• Proficiency with PC; thorough knowledge of MS Office to create documents, tracking logs/databases, reports and presentations; proven experience with Adobe Acrobat Professional to convert documents; the Internet; electronic mail; Outlook calendar; and ability to learn new software platforms to perform key functions (e.g. Concur for travel).
• Demonstrated ability to consistently adhere to assigned work schedule, and to work in excess of standard work schedules to ensure full administrative support for the EVP/CFO.
• Ability to use a high level of discretion and maintain all confidentiality.

Preferred Qualifications

• Prior executive administrative support experience at a UC location.

Education
Required Qualifications

• Bachelor's degree

SPECIAL CONDITIONS

This position has been approved for a hybrid work arrangement. The person hired must report to work on-site at UC's Office of the President (UCOP) located in Oakland, CA on Tuesdays, Wednesdays and Thursdays, subject to change. The person hired must reside in the State of California.

SALARY AND BENEFITS

Job Title
Executive Assistant 4

Job Code
007385

Salary Grade
Grade 22

Payscale:
$120,000 - $140,000, commensurate with experience

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is March 12, 2026. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Affirmative Action and Nondiscrimination in Employment

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.

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