Executive Assistant to the Executive Director

The Cal Alumni Association (CAA) provides all Cal graduates with rewarding connections to the university, to fellow alums, and to current students. Founded by the original graduates of the University of California in 1872, the Cal Alumni Association today represents more than half a million alums living throughout the world. Our mission is to cultivate a lifelong relationship with our alma mater by connecting and inspiring alums, students, and the campus community through meaningful and inclusive opportunities. We foster a culture that celebrates diversity, creates a sense of belonging, and advances equity. Position Summary The Executive Assistant (EA) to the Executive Director provides high-level administrative support to the ED/CEO and offers coordination assistance to senior leaders as needed. This position is responsible for calendar management, scheduling, meeting logistics, correspondence support, travel coordination, and administrative organization within the Executive Office. The EA ensures that the Executive Director's time is organized, meetings are well-coordinated, and routine administrative functions operate smoothly and efficiently. This is an administrative support role. Strategic planning, governance oversight, and executive decision-making authority reside with the Executive Director and Chief of Staff. Location and Work Schedule: The position is located in Berkeley, CA at the Alumni House on the University of California, Berkeley campus. Work hours must be in line with traditional business hours to provide real-time support to our Executive Director. It is preferred that your work day begins at 7:00 am and you will be expected to be in-office four days a week. Key Responsibilities:Executive Administrative Support Manage the Executive Director's calendar, including scheduling internal and external meetings. Coordinate meeting logistics (room reservations, Zoom links, catering, materials). Prepare routine meeting materials and ensure documents are organized and distributed. Track meeting action items and assist with follow-up reminders. Screen and prioritize incoming emails and calls as directed. Board & Leadership Logistics Support (Governance oversight led by Chief of Staff) Schedule Board and committee meetings in coordination with the Chief of Staff. Manage logistics for Board meetings, retreats, and leadership gatherings. Assist with formatting and distribution of Board materials as directed. Coordinate executive travel related to Board activities and external meetings. Support event logistics for donor and alumni engagement events involving the Executive Director. Administrative Coordination for Senior Leaders Provide scheduling and logistical support to senior leaders as directed by the Executive Director. Coordinate cross-departmental meetings when requested. Assist with internal calendar coordination for leadership meetings and retreats. Communication & Document Management Draft routine correspondence on behalf of the Executive Director. Proofread and format internal and external communications. Maintain organized digital and physical filing systems. Support document routing and signature collection. Office & Operational Support Coordinate travel arrangements, expense reports, and reimbursement submissions. Maintain Executive Office supplies and records. Support onboarding logistics for new executive team members. Assist with special projects and administrative assignments as requested. Qualifications 3-5 years of administrative support experience, preferably supporting senior leadership. Strong organizational and time-management skills. Excellent written and verbal communication skills. Proficiency in Google Workspace (Docs, Sheets, Calendar, Drive). Ability to maintain confidentiality and professionalism. Detail-oriented and dependable. Compensation This position is classified as an at-will, full-time, exempt position. Pay range is $80,000-$105,000 annualized. This position is eligible to participate in healthcare benefits, and a retirement plan with company match. We offer great work-life balance opportunities with generous vacation and holiday time-off benefits. CAA staff, while not University of California employees, are eligible for many UC Berkeley staff programs, professional development and networking opportunities, and discounts on campus. We have a friendly and professional environment, and we pride ourselves on our team approach. Benefits For Our Full-time Employees: CAA offers an excellent health care and supplemental benefits packages, 403(b), a generous paid time-off benefit, and more. We have a friendly, relaxed but professional environment, and we pride ourselves on our team approach. Health Care Benefits: CAA employees are required to contribute 10% of their total medical premium for the employee and 20% for any eligible dependents. CAA pays 100% of the premiums for Dental and Vision benefits for the employee and any eligible dependents. Paid Time Off Benefits: Vacation: 16 days/year for first 2 years of service, 18 days/year after completing 2 years of service, 21 days/year after completing 5 years of service. Sick time: 12 days/year Holidays: 11 total per year Paid time off between Dec 26 and Dec 31 Birthday Holiday: 1 Day off Professional Development: As affiliates to UC Berkeley, CAA employees are eligible to participate in many of the on-campus professional development workshops, seminars and professional networks available to UCB employees. Please note that this does not include undergraduate or graduate courses offered to students. CAA has a partnership with UC Berkeley Extension that offers our employees a discount on enrollment fees. Financial Benefits: 403(b) retirement savings plan with a company match Supplemental Insurance with 100% of premiums paid by CAA: Life Insurance AD&D Insurance LTD Insurance Option to purchase supplemental insurance plans from AFLAC Commuting and Parking: If you're a commuter, consider taking advantage our pre-tax public transit commuter benefit. You can load your Clipper Card or pay public transit fare with pre-tax dollars. Cal Bear Pass: Take advantage of UCB's partnership with AC Transit. The partnership offers a cost savings of up to 70% off the standard monthly bus pass rate! CAA employees are eligible to purchase an AC transit pass at the faculty/staff discount rate with pre-tax payroll deductions. UCB Campus Parking Permit: As affiliates to UCB, our CAA employees are eligible to purchase a campus parking permit at the faculty/staff discount rate with pre-tax payroll deductions. Access to Campus Programs and Discounts: Eligible to join the Recreational Sports Facility (RSF) at the Faculty/Staff discount rate Special campus events Free admission to the University Art Museum Discount tickets for Cal Performances, Pacific Film Archive, and Hertz Hall AirBears: wireless internet access on campus

Created: 2026-03-04