Executive Assistant (Hiring Immediately)

Executive Leadership Support and Administrative Operations This position will be responsible for providing executive support to department leadership, both to the Director and the Associate Director. Maintain the center's master calendar (standing meetings, seminars, deadlines, events, reporting cycles). Add all speakers to the center leadership calendars.

Proactively manage calendars for the Director and Associate Director, including prioritization, scheduling strategy, and resolving conflicts. Coordinate leadership meetings end-to-end: agendas, pre-reads, Zoom/room logistics, attendee coordination, notes, and action-item follow-up. Draft, proofread, and route correspondence and routine communications on behalf of leadership.

Maintain highly organized digital records for leadership (templates, key decisions, correspondence, reports, and meeting archives). Serve as a professional front door for the Center: triage inquiries, route requests, and ensure timely responses. This position will also be responsible for center operations and coordination.

A core responsibility for this position will be finance, purchasing, travel, and reimbursement, among other administrative responsibilities. Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position Demonstrated experience providing administrative, operational, communications, or executive support in a professional office, academic, healthcare, research, or data science environment. Experience coordinating complex calendars, meetings, travel arrangements, reimbursements, and event logistics while managing multiple competing priorities.

Experience common office software and collaboration tools including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), virtual meeting platforms, and basic website or social media content management. Experience coordinating website updates, social media content calendars, analytics tracking, or digital communications campaigns. Experience supporting communications infrastructure initiatives including website content coordination, social media scheduling, publication tracking, event communications, and development of recurring communications workflows.

Experience monitoring publications in PubMed, grants, faculty activities, or organizational visibility metrics and organizing information into reports, summaries, dashboards, or leadership briefings. Experience supporting events, seminars, meetings, or visitor coordination, including scheduling, communications, logistics, promotional materials, and follow-up. Experience processing or coordinating travel, purchasing, reimbursements, or related administrative transactions.

Strong organizational, analytical, and problem-solving skills with the ability to independently prioritize tasks and meet demanding deadlines. Strong written and verbal communication skills with the ability to interact professionally and effectively with faculty, staff, students, leadership, patients/clients, and external partners. Demonstrated ability to maintain confidentiality, exercise discretion, and handle sensitive information in compliance with organizational policies and procedures.

Ability to work independently and collaboratively in a fast-paced, team-oriented environment. Preferred Qualifications Bachelor of Science degree in physiology, biology, biochemistry, data science, or other biological sciences or similar background is helpful Experience supporting communications, branding, or visibility initiatives within an academic, healthcare, research, or data science organization. Experience developing communication templates, faculty profiles, newsletters, event promotions, or leadership briefing materials.

Experience working in a healthcare, higher education, research, or academic environment. Experience coordinating hybrid and virtual meetings and events. Familiarity with data tracking, reporting tools, or basic data analysis platforms.

Knowledge of HIPAA/privacy compliance and handling confidential records. Familiarity with publication databases such as PubMed, Google Scholar, ORCID, or NIH funding announcements and reporting. Familiarity with UC Davis or University of California administrative systems, policies, and procedures.

Key Responsibilities 30% - Executive Leadership Support and Administrative Operations 20% - Communications, Branding, and Faculty Visibility 15% - Research Visibility, Publications, and Reporting Infrastructure 15% - Finance, Purchasing, Travel and Reimbursement 10% - Seminars, Events, and Visitor Coordination 10% - Website, Digital Content, and Communications Infrastructure Department Overview The Center for Precision Medicine and Data Sciences convenes diverse research teams to tackle today's healthcare challenges in data science, clinical care, nutrition and more. Department Specific Job Scope Key Success Metrics Executive leadership support responsiveness: Meeting requests acknowledged within 1 business day; leadership meetings confirmed with agendas, materials, and Zoom/room logistics at least 24 hours in advance; calendar conflicts proactively minimized and priority meetings protected. Operational coordination and workflow management: Action items, operational updates, and leadership briefing materials distributed within established timelines; recurring workflows, directories, and tracking systems maintained accurately and consistently.

Communications and branding consistency: Social media posts, announcements, newsletters, faculty spotlights, and promotional materials distributed on established communication cadence; materials are accurate, on-brand, proofed, and aligned with Center messaging priorities. Research visibility and publication monitoring: Weekly monitoring of publications, grants, and funding announcements completed; publication amplification and faculty visibility activities tracked and updated regularly; quarterly visibility reporting metrics maintained and delivered on schedule. Website and digital communications management: Website updates posted within 5 business days of approved content receipt; personnel, event, and research pages reviewed regularly for accuracy; broken links and outdated content corrected promptly; digital content calendars maintained consistently.

Finance, purchasing, travel, and reimbursements timeliness: Travel arrangements completed with required documentation; reimbursements submitted within 5 business days of receipt collection; purchasing requests initiated promptly and tracked through completion with timely issue escalation. Seminar, event, and visitor program execution: Event logistics checklists completed on schedule; speaker and visitor communications sent within established timelines; seminars and events executed with minimal disruptions; post-event follow-up and archival materials completed within 2 business days. Analytics, reporting, and strategic visibility tracking: Website, social media, publication, and engagement metrics monitored regularly; dashboards and visibility summaries updated on schedule; benchmarking and reporting activities support leadership decision-making and strategic planning.

Stakeholder satisfaction and process improvement: Positive feedback from leadership, faculty, staff, affiliates, and external partners; operational issues resolved professionally and efficiently; recurring pain points reduced through process improvements and proactive coordination. POSITION INFORMATION Salary or Pay Range: $ 29.40 - $42.14 Salary Frequency: Hourly Salary Grade: 108 UC Job Title: BLANK AST 3 UC Job Code: 004722 Number of Positions: 1 Appointment Type: Staff: Career Percentage of Time: 100 % Shift (Work Schedule): M-F 8am - 5pm Location: Tupper (TUPPERHAL) Union Representation: CX-Clerical/Admin Benefits Eligible: Yes This position is hybrid (mix of on-site and remote work) Benefits Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals.

Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page. If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html High quality and low-cost medical plans to choose from to fit your family's needs UC pays for Dental and Vision insurance premiums for you and your family Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement Access to free professional development courses and learning opportunities for personal and professional growth WorkLife and Wellness programs and resources On-site Employee Assistance Program including access to free mental health services Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles Retirement benefit options for eligible roles including Pension and other Ret