Executive Assistant and Office Administrator - UCSF Foundation Investment Company

UCSF Foundation Investment Company

The UCSF Foundation Investment Company was formed in 2015 to provide professional, in-house management of the $3 billion UCSF endowment. The Investment Company, staffed by a small, generalist, team of dedicated professionals, located in downtown San Francisco with an in-person collaborative culture. Our goal is to build an investment office and portfolio that matches the excellence of UCSF.

The Opportunity

We support UCSF, which is consistently ranked as one of the top medical schools in the US. We have an experienced investment team and a global, multi-asset class portfolio, and we need a professional to help provide administrative support to the senior team and manage the office. The IC is characterized by a fast-paced culture of collaboration, curiosity, engagement, commitment, and strong work ethic.

This hands-on role requires

significant attention to detail

, judging and prioritizing work, building relationships, and producing consistent, high-quality deliverables.

Work Schedule

Monday through Friday, 8:30am to 5:30pm onsite in San Francisco Financial District, with Friday as optional Work from Home (WFH).

Responsibilities

• As the Executive Assistant to the Chief Investment Officer (CIO) and two Managing Directors (MDs), and Chief Financial Officer (CFO), you will represent the IC and the entire team by being the point of contact for guests, collaborators, external entities and inquiries
• Manage reoccurring operational tasks including, but not limited to, monitoring email, filing contacts, scheduling meetings, ordering meals and snacks
• Plan and schedule active calendars with limited or no consultation, resolve calendaring conflicts for the CIO, MD’s, and CFO
• Manage business travel (including international)
• Timely processing of expense reports (includes CIO, MDs, and CFO)
• Manage multiple tasks simultaneously utilizing strong analytical/problem-solving skills and provide updates to ensure deadlines are met
• Assist with upkeeping of the office, including ordering supplies, services, equipment, and maintenance
• Organize office and team events
• Assist with Board meetings and materials preparation by preparing certain aspects and collaborating with the team
• Coordinate with outsourced IT vendor for regular support and technology maintenance
• Notarize documents for business matters (If currently not a notary; will obtain the certification; IC will reimburse)

Education & Experience

• Undergraduate degree and 2+ years or 5+ years of relevant professional experience in executive support and office administrative roles; experiences in the financial services industry preferred
• Proven ability to track and manage multiple calendars and travel itineraries
• Advanced skills in Outlook, Excel, Word, and PowerPoint are required
• Desire to work in a dynamic, mission-driven organization

Abilities & Attributes

• Strong interpersonal, verbal, and written communication skills
• Demonstrated track record of producing high-quality deliverables on tight deadlines
• Meticulous attention to detail
• Ability to create, maintain, and execute To-Do lists
• Work independently
• Self-starter and problem-solver

The title and compensation for this role will be based on the successful applicant’s experience level. Please apply using LinkedIn; you must include a resume and cover letter. The UCSF Foundation Investment Company is an Equal Opportunity Employer. We offer a dynamic, intellectually stimulating, diverse working environment, competitive salaries, and comprehensive benefits.

Benefits*

• Medical Insurance: No employee contribution unless you select a premium plan
• Dental Insurance: No employee contribution
• Vision Insurance: No employee contribution
• 401(k) Safe Harbor: 100% match up to 6% of salary
• 401(k) Profit Sharing: 20% of salary with no vesting period
• Life Insurance: 2X salary, the employee pays a minimal amount of taxes on the premium
• At your choice, our employee benefit plan also offers: Healthcare FSA, Dependent Care FSA, Pre-Tax Commuter Benefit
• Vacation: 4 weeks plus the week between Christmas & New Year's Day (the IC office is closed)
• Phone Bill Subsidy: $50 monthly subsidy

*Benefit plan limitations apply