ICSI - International Computer Science Institute · 3 months ago
Office Manager & Executive Assistant
Berkeley, California, United States
Full-time
Hybrid
Mid Level
$85K/yr - $95K/yr
3+ years expThe International Computer Science Institute (ICSI) is an independent non-profit research institute located in Berkeley, California. The Office Manager & Executive Assistant will ensure smooth daily operations of the office while providing direct administrative support to the CEO, blending office management, event coordination, and high-level executive assistance.
Artificial Intelligence (AI)AssociationEducationGovernmentLife ScienceNon Profit
Responsibilities
Oversee day-to-day office operations, including vendor relationships, facilities maintenance, and supply procurement
Serve as the primary contact for office needs, coordinating with IT, building management, and service providers. Identify opportunities to improve workflows, implement tools, and optimize operations
Plan and execute internal events (PI lunches, colloquia, social gatherings, workshops, etc.)
Support international visitors with relocation logistics, including housing resources, local services, and cultural onboarding
Partner with the People Team to coordinate all logistics for new hire onboarding and employee exits
Manage the CEO’s calendar, including scheduling meetings, coordinating travel, and ensuring appropriate prep time
Draft, edit, and proofread correspondence, presentations, and other executive-level documents
Support board meeting preparation, including agenda materials, logistics, and follow-up actions
Maintain confidentiality and discretion in handling sensitive matters
Act as a liaison between the Executive Director and internal/external stakeholders to ensure timely communication and follow-through
Maintain and regularly update the CEO’s priority list, tracking progress on key projects and following up with team members to ensure alignment and timely execution
Proactively flag upcoming deadlines, risks, or bottlenecks, ensuring the CEO has visibility into critical decisions and actions
Prepare concise briefings and pre-reads for the CEO ahead of meetings, ensuring they are fully informed and prepared
Qualification
Required
Event planning and executive support experience strongly preferred
Excellent communication, interpersonal, and customer service skills
Strong attention to detail and discretion with sensitive data
Organized and adaptable; able to juggle priorities
Proficient in Microsoft Office, Google Workspace, Trello, and willingness to learn HRIS platforms
Comfortable coordinating logistics and managing vendor relationships
BA/BS degree or equivalent coursework/experience in Human Resources, Business Administration, or related field is a plus
3+ years of experience as an assistant or office manager
Preferred
Experience in a non-profit, academic, or research environment
Familiarity with California labor laws
HR certification (PHR, SHRM-CP, or similar)
Benefits
Comprehensive medical and prescription coverage, including HSA-compatible plan options
Dental and vision insurance to keep you smiling and seeing clearly
Life and Accidental Death & Dismemberment (AD&D) coverage for peace of mind
Short- and long-term disability insurance for added protection
Flexible Spending Accounts (FSAs) for medical and dependent care expenses
Commuter spending accounts to help with transit costs
401(k) plan with a 3% automatic employer contribution—plus up to a 7% additional match on what you contribute
Flexible contribution options: traditional pre-tax, Roth, or after-tax, so you can save in the way that works best for you
Generous paid time off, including holidays, vacation, and sick leave, to recharge and spend time on what matters most
Company
ICSI - International Computer Science Institute
The International Computer Science Institute (ICSI) is a leading center for research in computer science and one of the few independent, nonprofit research institutes in the United States.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
James Choate
Virtual CIO
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