Executive Assistant, Arts and Humanities (4702C) 84587

About Berkeley

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by 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. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

The Division of Arts and Humanities in the College of Letters & Science is one of the largest academic divisions on campus, with an annual budget of approximately $100M, 240 permanent faculty FTE, and undergraduate enrollment which averages over 18,000 per semester. The faculty in Arts & Humanities are leaders in their fields-both as researchers, honored worldwide for the contributions to scholarship and as teachers who challenge student to explore the deepest questions that shape their lives and times. By studying the world's languages and cultures, students expand their horizons and prepare themselves for an increasingly multicultural world. And discovery in the arts helps students open their imaginations to fresh perspectives on the world. Its academic departments include Art Practice, Classics, Comparative Literature, East Asian Languages & Cultures, English, Film & Media, French, German, History of Art, Italian Studies, Music, Near Eastern Studies, Philosophy, Rhetoric, Scandinavian, Slavic Languages & Literatures, south & Southeast Asian Studies, Spanish & Portuguese, Theater, Dance & Performance Studies.

Position Summary

Provides administrative oversight for an executive, including the coordination of communications and pertinent data among a group of the executive's subordinate management staff. Performs and/or oversees special projects or assignments that are sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance.

The principal responsibility of the Executive Assistant (EA) is to support the dean in scheduling, meeting preparation (e.g. briefings), and logistics. Includes managing the weekly calendar and adjusting to accommodate shifting priorities. The EA reports directly to the Assistant Dean for Finance and Administration/CAO for the division. The EA also manages A&H Dean's Office (AHDO) procurement activities and the AHDO listservs (e.g. chairs and managers lists) and contact lists. Other duties include preparation of submission of travel and entertainment reimbursement requests for the dean, exceptional approval requests (submitted by departments), sabbatical data management, and other divisional AP and/or finance work as assigned.

Application Review Date

The First Review Date for this job is: 03/18/2026.

Responsibilities

MANAGEMENT OF EXECUTIVES' SCHEDULES AND MEETING COORDINATION

• Manage all aspects of the Dean's schedule, including but not limited to calendaring large and complex meetings with internal and external stakeholders, tracking meeting requests and commitments, communicating efficiently and punctually with meeting participants and support staff, and coordinating meeting logistics and facilitating travel arrangements.
• This includes duties in support of the Dean's other university-related activities as a member of the UC Berkeley faculty and for service broadly to the national and international educational community.
• Serve as the first point of contact for the Dean and function as the facilitator and/or gatekeeper, prioritizing issues according to urgency and anticipating needs.
• Respond to routine inquiries from faculty, staff, students and the public on behalf of the Dean and forward situations/issues presented by staff, faculty, and external constituents to appropriate senior administrators as needed.
• Provide planning and logistical support for meetings, retreats, travel, and events including scheduling, participant communication and interface, organizing travel, maintaining distribution lists, updating website information as it pertains to leadership lists, the dean's profile, and the office, making room reservations, arranging for catering, prepping and distributing materials, AV support, student assistant oversight, and related tasks.
• Provide in-office support for both 1:1 and group meetings as needed/requested.
• Take meeting notes at leadership meetings and cabinet meetings.

EXECUTIVE SUPPORT FUNCTIONS

• Manage the Dean's to-do list, provide daily digital and printed briefings, advise on priorities and deadlines and track status of pending issues.
• Have regular check-in meetings with Dean and prepare agendas with status updates and action items in advance.
• Prepare written communications on behalf of the Dean in coordination with the Director of Communications, Assistant Dean of Development and the CAO.
• Collect updates and draft the Dean's weekly memo to department chairs.
• Independently investigate issues and problems; gather and compile information from departments, and prepare summary reports.
• Provide talking points and briefing materials for the Dean for various projects.
• Advises departmental staff on Campus, college and division policies and procedures.
• Establish and maintain strong working relationships with all levels of constituents, both internal and external to the University, which requires a high level of discretion and diplomacy.
• Prepare and process all of the executive's expense reports and reimbursements in a timely and accurate manner with a focus on efficient problem-solving.
• Manages and oversees the dean's office email account.

DIVISIONAL SUPPORT FUNCTIONS

• Provides high level support to members of the divisional team in the areas of scheduling, procurement, finance, academic personnel, and communications or other areas as directed.
• Coordinate with Assistant Deans and academic units to support academic personnel communications and planning, including chair appointments (e.g., timelines, polling processes, appointment letters, and related coordination) and other AP actions as needed.
• Holds the office credit card and coordinates procurement activities for the dean's office.
• Supports planning of divisional events (e.g., divisional welcome, student welcome, annual retreat) in partnership with development and other divisional staff.
• Performs and/or coordinates special projects independently, and/or as a member of a team.
• Other duties as assigned by the Dean, Assistant Dean and/or members of the Divisional team as deputized by the Dean.

OFFICE MANAGEMENT AND OPERATIONS

• Manage, organize, and stock the Arts & Humanities office suite. Greet and direct visitors; order and receive office supplies/equipment and ensure that the office and the Dean's office daily is well organized and that information and supplies are readily accessible; manage conference room usage; handle travel and entertainment requests and reimbursements; maintain divisional email lists.
• Supervise and/or delegate appropriate tasks to student workers.

Required Qualifications

• Excellent analytical/problem-solving skills.
• Exceptional attention to detail.
• Excellent oral and written communication skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituents.
• Strong service orientation.
• Ability to effectively work both independently and in collaboration with others at varying levels of the organization.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Proficiency in Word and Excel.
• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Project management skills.
• Knowledge of and/or can quickly learn campus processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Mastery of common campus-specific and other computer application programs and new office technology tools.