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Executive Assistant 3 - Clinical Systems

Enterprise Solutions Inc
San Francisco, CA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Additional Details:

Involves providing administrative oversight for an executive, including the coordination of communications and pertinent data among a group of the executive's subordinate management staff.

Performs and / or oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation.

Key Responsibilities:

Manage the Chairman's calendar. As the Chairman's Office's first point of contact, exercise independent judgment in screening and prioritizing callers, meeting requests, and appointments. Independently review and prioritize invitations (written and electronic) addressed to the Chairman. Follow up to ensure appropriate response for time-sensitive requests including directing the Chairman's attention to important matters and events. Briefs Chairman on deadlines and the status of pending issues

Manage multiple competing priorities to include Chairman's day-to-day activities; national and international commitments and travel; research, presentation of background materials for meetings, lecture invitations, teaching and mentoring, and medical-legal review.

Develop travel itineraries and ensure that the Chairman has details and relevant information about each trip prior to travel.

Facilitate the process of expense reimbursements.

Draft and review written correspondence from the Chairman. Compose routine correspondence on behalf of the Chairman, including letters of recommendation as requested by internal/external contacts. Prepare letters, forms, peer review requests, and certificates for signature.

Provide record keeping and tracking of long-range activities, including follow-up status reports.

Act as liaison between Chair and faculty, administrators, Dean's Office, medical center administration and other department Chairs.

This requires independent decision-making for advising and information sharing, establishing priorities, and an ability to create a positive and approachable atmosphere and a commitment to customer service in the Chair's office.

Functions as the gatekeeper, understanding the requirements of the executive, to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.

Provide emergency triage of questions and problems in Chair's absence.

Ensures that the Chair's software/computer are functioning properly and reliably.

Executive Assistant to the Chair is expected to be computer/software savvy, participating directly in related tasks (e.g. preparing PowerPoint presentations) that support the Chair.

Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.

Independently investigates issues and problems; drafts and prepare responses to urgent requests for chair's approval.

Assist Chair with CV updates on the UCSF Advance system and NIH biosketches.

Maintain extensive information about key contacts including alumni, donors, faculty, university officials, industry executives, and the press.


Knowledge, Skills and Abilities

Familiarity with the University processes, protocols and procedures or the ability to research and quickly integrate them into workflow

Advanced knowledge of common organization-specific and other computer application programs: Microsoft Office Suite (Outlook, Word, Excel, Access, PowerPoint, Publisher), EndNote, Visio, Adobe Acrobat Professional Version, internet browser, and scanning software, etc

Excellent analytical and independent problem-solving skills, organizational, coordination and prioritization skills and ability to produce detail oriented and accurate documents and reports

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.

Demonstrated ability to maintain confidentiality, exercise judgment and make sound decisions

Experience and proficiency in complex electronic calendaring

Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.

Ability to multi-task with demanding timeframes.

Ability to use high-level discretion and maintain a high level of confidentiality.

Prior experience in event planning

Advising and counseling skills.

Previous experience as Executive Assistant providing executive and administrative support to senior management/executives requiring discretion and judgment in daily activities

Previous experience in a health care or academic research environment


Bachelor's degree in related area and one year of experience in administrative analysis or operations research; or equivalent experience / training.

Enterprise Solutions Inc


San Francisco, CA
94143 USA



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