Job Summary

The Executive Assistant serves as the first point of contact for visitors and guests to the Chancellor's and Executive Vice Chancellor and Provost's suite and directs them to appropriate offices. The incumbent provides calendaring and administrative support to senior staff as needed. They handle routine communications requests. The Executive Assistant serves as a backup for the other front office executive assistants and takes on day-to-day responsibilities in their absence, as well as supports…

the Associate Chief of Staff. As the person primarily responsible for office reception, this is an in-person position expected to be on site five days/week.

Responsibilities

Serves as the first point of contact for visitors and guests to the Chancellor's and Executive Vice Chancellor and Provost's suite and directs them to appropriate offices.
Provides administrative and logistical support to the Associate Chief of Staff and other senior team members for meetings and events, including Chancellor's Cabinet and Roundtable meetings. This includes, but is not limited to, scheduling, room reservations, participant communication, materials prep, catering coordination, AV support, and room set-up and breakdown.
Answers the Chancellor's Office phone and voicemails; responds to general phone inquiries and forwards to appropriate staff members for resolution.
Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the Chancellor's Office, including those highly sensitive in nature.
Works collaboratively with communication lead to route the Chancellor's incoming mail and email to other administrative offices within 24 hours of receipt for their information or for action or comment. Responds to routine queries as appropriate.
Processes general operating supplies & equipment for CIO front office. Maintains the copy room and mailroom for the suite and ensures the Cal Hall Directory is accurate in coordination with the Facilities Coordinator.
Works in partnership with other campus units, including University Development and Alumni Relations (UDAR), to obtain the Chancellor's signature on a variety of documents and helps to track all of the incoming and outgoing official mail and correspondence for the office. Reviews and proofreads all communication.
Manages records by utilizing both traditional record-keeping formats and emerging communications technology, including Perceptive Content, performs a variety of professional duties in the areas of information resource management, records systems analysis, archival appraisal strategies, and support of campus-wide information users.
Develops and organizes project plans for the Chancellor's Office events (staff meetings, appreciation events, holiday events, etc.).
Other duties as assigned.

Required Qualifications

Political acumen and diplomacy with stakeholders, including campus leadership, donors, students, and their families, and external constituents.
Ability to multi-task and prioritize under changing demands.
Interpersonal communication skills to include verbal and written, active listening, critical thinking.
Strong skills in short-term planning, analysis and problem-solving, and customer service.
Positive attitude and demonstrated ability to work successfully with diverse populations.
Ability to anticipate problems and use good judgment in developing solutions.
Excellent organizational and project management skills with attention to detail.
Ability to take initiative and work well both independently and as part of a team.
Ability to cultivate strong relationships, collaborate effectively with others, and establish and maintain effective working relationships at all levels.
Knowledge of a variety of administrative operations activities such as office management, event planning, and executive support.

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Executive Assistant

University of California, Berkeley

University of California, Berkeley, Berkeley, CA, USA

Job Summary

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