Executive Assistant Oakland, CA, Job ID 86021

Job Description

UC Agriculture and Natural Resources (UC ANR) employs over 1,600 people statewide with an annual budget of $300M. Through 10 Research and Extension Centers and programs across every county in California, UC ANR delivers research-based solutions in agriculture, food, natural resources, and community well-being to improve the lives of all Californians.

The Executive Assistant 3 provides high-level administrative and operational support to the Associate Vice President (AVP) of Finance & Capital Planning and may provide support to other senior leaders based on organizational needs. This role functions as a key partner in managing complex executive operations, requiring a high degree of professionalism, discretion, independent judgment, and organizational acumen.

The incumbent is responsible for managing highly complex calendaring, coordinating travel, supporting high-level meetings and events, and drafting and managing executive communications. The position serves as a central point of contact for internal and external stakeholders and ensures the efficient functioning of executive priorities within a dynamic and fast-paced environment.

This position is a career appointment that is 100% fixed.

The home department is the IMM Office AVP - Business Operations Finance & Capital Planning. While this position normally is based in Oakland, CA, this position is eligible for hybrid flexible work arrangements for applicants living in the State of California at this time. Please note that hybrid flexible work arrangements are subject to change by the University.

Pay Scale: $ 68,700/year to $ 94,300/year

Job Posting Close Date:
This job is open until filled. The first application review date will be 05/18/2026.

Key Responsibilities:

40%

Executive Support

• Manage and coordinate complex executive calendars with competing priorities, ensuring alignment with strategic goals and optimal use of executive time.
• Serve as a gatekeeper, prioritizing requests and resolving scheduling conflicts independently.
• Anticipate needs and proactively manage shifting priorities in a fast-paced environment.
• Provide flexible support that may extend to additional leaders, adjusting workflows and priorities accordingly.

20%

Meeting & Event Planning

• Plan and coordinate meetings, retreats, and events, including materials, agendas, follow-up actions, and working with the Program Support Unit on logistics.
• Support high-level stakeholder engagements, including leadership, and external partner meetings.
• Coordinate hybrid/virtual meeting platforms and ensure seamless execution.

15%

Travel Coordination

• Arrange complex travel, including airfare, lodging, ground transportation, and detailed itineraries.
• Ensure compliance with UC travel policies and reimbursement procedures.
• Troubleshoot travel disruptions and adjust plans in real time.

15%

Communications & Documentation

• Draft, edit, and proofread a variety of communications including correspondence, reports, presentations, and briefing materials.
• Manage incoming and outgoing communications on behalf of the executive(s), ensuring timely and appropriate responses.
• Maintain confidentiality of sensitive information and communications.

10%

Administrative Operations

• Develop and maintain organized systems for tracking projects, deadlines, and priorities.
• Coordinate with internal departments and external partners to facilitate workflow and information exchange.
• Provide general administrative support, including processing reimbursements, maintaining files, and supporting special projects.
• Support special projects.

Requirements:

• Bachelor's degree in related area and/or equivalent experience/training.
• Minimum of 5-7 years of progressively responsible administrative experience supporting senior-level executives.
• Demonstrated experience managing complex calendars and scheduling in a high-demand environment.
• Experience coordinating travel and events with multiple stakeholders.
• Strong written and verbal communication skills and political acumen, with the ability to draft professional correspondence.
• Proven ability to exercise discretion and maintain confidentiality.
• Advanced organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite.

Preferred Skills:

• Experience within the University of California system or similar large, complex organization.
• Familiarity with UC policies and procedures related to travel, procurement, and reimbursements.
• Experience supporting multiple executives simultaneously.
• Experience coordinating high-level meetings or governance-related activities.

Special Conditions of Employment:

• Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.
• The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.
• As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.
• 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.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
• Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
• "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace