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UNIVERSITY OF CALIFORNIA OFFICE OF THE SECRETARY & CHIEF OF STAFF TO THE REGENTS (UCOP) EXECUTIVE ASSISTANT TO THE SECRETARY TO THE REGENTS For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP Position Base: Oakland Location: UCOP - Franklin Building THE OFFICE OF THE SECRETARY AND CHIEF OF STAFF TO THE REGENTS The Office of the Secretary and Chief of Staff to the Regents ("SCOS") provides trusted expertise, analyses, and advice that empowers the Board of Regents to govern the University of California effectively and advance its mission. Its work is essential to amplify the University of California's transformative impact as the nation's premier public research university. CORE MISSION
Exemplar of Governance and Innovation. The SCOS seamlessly fulfills its responsibilities as the bridge between the Board, the Office of the President, the campuses, and external stakeholders, fostering a more cohesive and effective governance body. Through innovative initiatives and robust analytic support for Regents' priorities, the SCOS provides essential support for the Board to meet its fiduciary duty to the University. Elevates the University's Contributions and Impact. The SCOS supports initiatives that advance the University's mission, amplifying the organization's transformative impact across California and the nation. By cultivating collaborative relationships with UC locations and other higher education institutions and forging strong partnerships with State leaders, the SCOS delivers data-driven insights to support elected officials and decision-makers to shape policies that elevate higher education's role in society. Advances Strategic Priorities while Safeguarding the University's Legacy. The SCOS empowers the Board to navigate challenging political and economic landscapes with agility and anticipate issues and trends in higher education, enabling Regents to focus on strategic priorities that safeguard the University's future. Through streamlined processes, digitized records, and accessible systems, the office ensures transparency, provides public access to University records, and preserves institutional information and University history. Integral to the Success of the UC Mission. Through its careful stewardship, the SCOS ensures the Board's priorities meet the evolving needs of higher education, which benefits California and society at large. The SCOS takes pride in its collective achievements and professional, cohesive team. Together, the office advances innovative governance practices that optimize resources, enhance Board operations, and strengthen the University's standing as the premier public research institution. POSITION SUMMARY The Executive Assistant 4 (EA4) serves as a high-level administrative officer within the Office of the Secretary and Chief of Staff to the Regents. The incumbent is responsible for:
Handling with precision the day-to-day scheduling, complex calendaring, and operational logistics for members of the Board of Regents, the Secretary and Chief-of-Staff (SCOS), and executive leadership within the Office; Coordinating regental engagements with both internal and external stakeholders, including but not limited to meeting and event logistics and travel planning; Serving as a liaison between Regents and senior university leaders (e.g., UCOP executives and campus chancellors) to coordinate meetings on behalf of the Secretary and Chief of Staff; Preparing and curating meeting and event materials in a timely manner; and Supporting the administrative and clerical needs of the SCOS Office. This role requires an understanding of UC governance, political acumen, and the ability to professionally manage confidential fiscal and HR matters. This position reports directly to the Secretary and Chief of Staff to the Regents. RESPONSIBILITIES 50% - Executive Operations & Calendar Management
Complex Scheduling: Manage the calendars for members of the Board of Regents and executive staff within the SCOS, balancing multiple competing priorities and time-sensitive requests. Operational Coordination: Utilize collaborative work management systems (e.g., Asana, Smartsheet) and content management platforms (e.g., Google Workspace, Box, Cascade CMS) to coordinate Board meetings, briefings, and other meetings involving Regents and the SCOS. Fiscal & Confidential Administration: Handle sensitive governance and personnel materials with the highest level of discretion in support of office operations. Utilize institutional financial and travel systems (e.g., Concur) to process expense reports, track vendor payments, and ensure strict compliance with UC policy. Travel and Logistics Support: Serve as backup to the Business Manager by coordinating complex travel arrangements, processing travel reimbursements for the 26-member Board, and overseeing related logistical support. 30% - Meeting & Event Coordination
Stakeholder Coordination: Serve as the primary administrative liaison among Regents, senior administration (including UCOP leaders, Chancellors, and Principal Officers), and internal teams to ensure alignment on meeting logistics and scheduling. Document Control & Tracking: Maintain centralized repositories for engagement-related materials, including briefing documents and background materials; proactively track cross-departmental deliverables to ensure timely distribution for Regental review. Travel & Logistics Management: Make intricate travel arrangements, including airfare and ground transportation, while conducting cost-benefit analyses to ensure fiscal responsibility and efficient travel planning. Meeting & Event Support: Support the planning and execution of Regents meetings and events by coordinating attendee management, seating arrangements, name badges, table tents, and admit lists. 20% - Administrative Support
Financial Administration & Compliance: Support the management of expense tracking and complex travel reimbursements through financial and travel platforms. Ensure all purchases, invoices, and transactions are processed in strict accordance with UC policies. HR & Recruitment Support: Facilitate the STEP and annual performance evaluation process and assist staff with administrative HR procedures and deadline requirements. Facilities & ITS Coordination: Support operational needs related to space planning, facilities coordination, and ITS services for the office. Maintain listservs, call directories, and electronic records management systems. Performs other duties as assigned and complies with all University policies, procedures, and professional standards. REQUIRED QUALIFICATIONS At least seven years of progressive and successful experience in an executive assistant role, preferably at UC, performing a range of administrative functions including complex scheduling, logistical arrangements in a high-profile environment; or an equivalent combination of education and experience. Education
SPECIAL CONDITIONS The selected candidate will be a current resident of California or be willing to relocate to California. This position is eligible for a hybrid work arrangement; however, the incumbent is required to be on-site 2+ days per week. SALARY AND BENEFITS Job Title: Executive Assistant to the Secretary to the Regents Job Code: 007385 Salary Grade: Grade 22 Payscale: $118,000 - $140,000 The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging HOW TO APPLY Please be prepared to attach a cover letter and resume with your application. Application Review Date The first review date for this job is 12/4/2026. The position will be open until filled. CONDITIONS OF EMPLOYMENT Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy 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.
As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.
- "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
- UC Sexual Violence and Sexual Harassment Policy
- UC Anti-Discrimination Policy for Employees, Students and Third Parties
- APM - 035: Affirmative Action and Nondiscrimination in Employment
EEO STATEMENT The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
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University of California Office of the President
$118,000 - $140,000
Nov 13, 2026