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Inside Higher Ed · 4 weeks ago

Executive Assistant to the Associate Provost (4702C), Berkeley Space Center - 82986

Berkeley, CA

Full-time

Onsite

Mid Level

$79K/yr - $127K/yr

The University of California, Berkeley is a world-leading institution dedicated to fostering a community of inclusivity and academic excellence. The Executive Assistant will support the Associate Provost for Berkeley Space Center by managing administrative operations, coordinating calendars, and facilitating communication across various departments.

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No H1B

Responsibilities

Oversees and ensures the daily administrative operations run smoothly for the executive's office. This includes strategic planning and coordination of multiple calendars, managing an office, and organizing administrative tasks related to clients and teamwork with fellow executive assistants across UC Berkeley and with partner institutions

Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses

Implements related business processes as needed, under the executive's direction

Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency

Investigates issues and problems; drafts and prepares responses to urgent requests, and prepares responses to urgent divisional requests on behalf of the executive

Identifies and prioritizes responses

Responds to inquiries from faculty, staff, students and the public on behalf of the department(s) regarding organization operations, policies and procedures

Manages complex calendars, including scheduling meetings, travel and events for the Associate Provosts and their senior staff members

Coordinates logistics for meetings and strategic events and manages the related administrative tasks, such as reimbursement and reporting

Briefs executives on deadlines and the status of pending issues

Prepares confidential reports for senior staff, systemwide and other officials

Researches, compiles, and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive

Organizes ad hoc committees appointed by the executives on a broad range of issues

Provides support for visitors and guests of the Associate Provosts

Provides operational support for hosting visiting delegations and potential funders and collaborators from government, academia, industry, and private organizations

Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy

Develops and maintains professional relationships with peers to facilitate collaboration

Handles the details of a variety of university administrative matters on behalf of the executive

Perform administrative duties such as expense reports, invoice processing, and maintaining contact databases

Qualification

Analytical skillsPolitical acumenCommunication skillsGoogle SuiteMicrosoft SuiteService orientationMulti-taskingDiscretionBachelor's degreeSalesforce familiarityConfidentialityCollaborationProblem identification

Required

Solid analytical/problem-solving skills

Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies

Strong service orientation, ability to handle high-stress scenarios calmly, and maintain professionalism

Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing

Ability to multi-task and prioritize within demanding timeframes

Ability to use high-level discretion and maintain a high level of confidentiality

Solid skills in problem identification; able to identify an issue and offer potential solutions

Familiarity with Google and Microsoft Suites

Able to maintain professional and collaborative relationships with colleagues, to partner effectively at multiple levels of the organization

Bachelor's degree in related area and/or equivalent experience/training

Preferred

Familiarity with and/or can quickly learn the organization's processes, protocols and procedures (deep knowledge and understanding of UCB structures and processes)

Knowledge of federal regulations such as FERPA

Thorough knowledge of and/or can quickly learn common organization-specific and other computer application programs

Familiarity with Salesforce

Benefits

Providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities.

Comprehensive benefits package offered by the University