Executive Assistant ; CX

Executive Assistant 3 (CX) - HYBRID Filing Deadline:
Fri 1/30/2026

UC San Diego values and welcomes people from all backgrounds. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment:
Apply by 10/1/25 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants:
Apply by 10/13/25. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Business & Financial Services (BFS) at UC San Diego plays a vital role in advancing the university’s academic and research mission by managing its financial resources and ensuring strong stewardship. Reporting to the Assistant Vice Chancellor and Controller, BFS is a central hub for financial operations across campus.

BFS is comprised of specialized divisions responsible for central accounting and reporting, post-award financial management, internal controls and compliance, financial training and insights, student billing and collections, and a variety of administrative and operational services. Together, these units provide essential support that enables the university to operate efficiently and effectively.

With an annual budget of approximately $20 million, BFS employs more than 150 career staff along with student assistants. The team spans a wide range of expertise, including accounting, research administration, financial and policy analysis, business and data intelligence, client services, and operational support.

BFS is committed to operational excellence and continuous improvement. Our workforce is united by a shared goal: to strengthen the effectiveness of UC San Diego’s financial infrastructure and provide exceptional service to the campus community.

The Executive Assistant provides high-level administrative support to the Assistant Vice Chancellor/Controller and as needed, their direct reports within Business & Financial Services (BFS). The role requires tact, diplomacy, discretion, and professionalism in managing complex and sensitive matters.

As a central partner to the leadership team, the incumbent helps foster a culture of accountability, efficiency, trust, and respect while building strong, collaborative relationships with campus stakeholders. This position supports both daily operations and broader initiatives, ensuring the office functions effectively and contributes to the success of the organization.

• 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.

Work Schedule is Hybrid with 2-3 days per week onsite.

• 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 time frames; 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…