Executive Assistant, Associate Provost for Energy, Climate, and Environment (4702C)

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.

Departmental Overview

The Office of the Associate Provost for Energy, Climate, and Environment (AP-ECE) provides strategic leadership and vision to harmonize and accelerate UC Berkeley's efforts in research, curriculum, and outreach on energy, climate, and sustainability; they will foster a vibrant climate community across campus in a manner consistent with Berkeley's commitment to a just and fair society and its desire to lift up all communities, especially those that have been disproportionately impacted by climate change. Additionally, the AP-ECE works with campus leaders to ensure that campus operations are environmentally sound and socially responsible. An overarching goal is to create an inclusive platform for collaboration among faculty, students, and staff dedicated to transformative research and teaching that addresses climate challenges.

The EA position will be devoted to supporting the Associate Provost for the Energy, Climate, and Environment and their immediate staff.

Responsibilities

• Oversees and ensures the daily administrative operations run smoothly for the AP-ECE 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. Ability to supervise student workers.
• Manages complex calendars, including scheduling meetings, travel, and events for the Associate Provost and their senior staff members.
• Coordinates logistics for meetings and strategic events, and manages related administrative tasks, including 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 Provost.
• 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, including expense reports, invoice processing, and maintaining contact databases. Assists in the development of proposals (text, images, slides, etc). Assists with reports and justifications.

Required Qualifications

• Political acumen and sensitivity to differing perspectives and political circumstances across 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 generate content as well as edit the work of others, collaboratively.
• Ability to multitask 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 and/or forecast an issue and offer potential solutions.
• Familiarity with Google and Microsoft Suites, as well as Box and other software for coordinating and executing team workflows. Ability to learn and use productivity and task management software, such as Asana, Slack, and/or SmartSheets.
• Able to maintain professional and collaborative relationships with colleagues, to partner effectively at multiple levels of the organization.
• Bachelor's degree in a related area and/or equivalent experience/training.