Executive Assistant, Undergraduate Studies Division
Executive Assistant, Undergraduate Studies Division (4702C) 87066
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.
Departmental Overview
The College of Letters & Science (L&S) is composed of six divisions (Arts and Humanities, Biological Sciences, Mathematical and Physical Sciences, Social Sciences, the Undergraduate Studies Division, and L&S Core), which include over 40 academic departments, approximately 800 faculty, 2/3 of the undergraduate students, and nearly 700 staff.
The Executive Assistant (EA) reports to the Assistant Dean for Finance and Administration of the Undergraduate Studies Division and provides senior-level administrative support to the Dean of Undergraduate Studies, Assistant Dean for Finance and Administration, and their team.
Position Summary
The Executive Assistant provides administrative oversight to the Dean of Undergraduate Studies and the senior leadership team, including coordinating communications and pertinent data among the executive's subordinate management staff. This position performs and/or oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. The Executive Assistant handles details and oversees highly confidential, critical work to support the executive on significant matters.
Application Review Date
The First Review Date for this job is 2026-07-08. For full consideration, please apply by the first review date.
Responsibilities
Management of Executives' Schedules and Meeting Coordination
- Oversees and ensures the daily administrative operations run smoothly for the dean's office.
- Manage all aspects of the Dean and Associate Dean's schedules - including, but not limited to, calendaring large and complex meetings with internal and external stakeholders; tracking meeting requests and commitments; communicating efficiently with meeting participants and support staff; staffing meetings as needed; and coordinating meeting logistics and facilitating travel arrangements.
- This includes duties supporting the Dean's other university-related activities as a member of the UC Berkeley faculty, as well as service to the national and international educational community.
- Provide planning and logistical support for meetings, retreats, and events, including scheduling, participant communication and interfacing, maintaining distribution lists, making room reservations, arranging catering, preparing and distributing materials, AV support, student assistant oversight, and related tasks.
- Provide calendaring and related administrative support to senior staff as needed, and perform and/or oversee special projects or assignments that are sensitive or complex in nature and require a high level of independence and initiative in execution and implementation.
- Provide in-office support for both 1:1 and group meetings as needed/requested.
Executive Support Functions
- Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
- Have regular check-in meetings with the Dean and prepare agendas in advance, including status updates and action items.
- Manage the Dean's to-do list, provide timely briefings, advise on priorities and deadlines, and track the status of pending issues.
- Prepare written communications on behalf of the Dean.
- 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.
- Establish and maintain strong working relationships with all levels of constituents, both internal and external to the University, including donor engagement, which requires a high level of discretion and diplomacy.
- Support L&S Executive Committee meetings and administrative needs.
- Prepare and process all executives' expense reports and reimbursements accurately and promptly, with a focus on efficient problem-solving.
Frontline Support
- Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel, and meetings.
- Serve as the Dean's first point of contact and provide reception services, prioritizing issues by urgency.
- 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.
- Briefs executives on deadlines and the status of pending issues.
Office Management and Operations
- Assists in ensuring that administrative operations run smoothly for the Dean of Undergraduate Studies.
- In partnership with the other EAs, manage the Dean's Office administrative support operations: order and receive office supplies/equipment; manage conference room usage; handle travel and entertainment requests and reimbursements; maintain divisional email lists.
- Monitors and manages multiple special-purpose email accounts and divisional shared drives.
- Support staff engagement events.
- Delegate appropriate tasks to student workers.
- May serve as back-up to the other EAs during absences and as needed to balance workload.
Divisional Support Functions
- Performs and/or coordinates special projects independently, and/or as a member of a team.
- Provides high-level support to members of the UG Studies divisional team in the areas of procurement, finance, academic personnel, or other areas as directed.
- Other duties as assigned by the Dean, Associate Deans, and/or members of the Divisional team as deputized by the Dean.
Required Qualifications
- Excellent analytical/problem-solving skills.
- Outstanding organizational skills; Exceptional attention to detail and follow-through.
- Political acumen and sensitivity to the differing perspectives and political circumstances at all levels of the organization, as well as within the Office of the President and external constituencies.
- Excellent interpersonal, 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.
- Ability to use high-level discretion and maintain a high level of confidentiality.
- Ability to multitask with demanding timeframes.
- Demonstrated proficiency in Google Docs, Sheets, Microsoft Word, and Excel, or comparable systems.
- Strong computer skills, with proven ability to learn new technical skills quickly and proficiently.
- Project management skills.
Preferred Qualifications
- Knowledge of campus processes, protocols, and procedures, or comparable institutional knowledge.
- Knowledge of federal regulations, such as FERPA.
- Demonstrated mastery of common campus and other computer application programs and office technology tools, or comparable technology
Education / Training
- Bachelor's degree in a related area and/or equivalent experience/training.
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