Executive Assistant, Undergraduate Studies Division (4702C) #87066

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 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 July 8, 2026. 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.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted annual salary range that the University reasonably expects to pay for this position is Step 5: $ 85,438.45 to Step 15: $104,142.26.

• This is an exempt, monthly-paid position.
• This is a full-time (40 hours/week) Career position eligible for UC benefits.

How to Apply

To apply, please submit your resume and cover letter.

Other Information

• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.
• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Misconduct

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.