Overview
Executive Assistant Oakland, CA, Jobs in Oakland, USA at University of California Agriculture and Natural Resources
Position: Executive Assistant Oakland, CA, Job ID 86021
Executive Assistant Oakland, CA, Job
University of California Agriculture and Natural Resources
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…
Title: Executive Assistant Oakland, CA,
Company: University of California Agriculture and Natural Resources
Location: Oakland, USA
Category:
