Executive Assistant, Arts and Humanities

Executive Assistant (4702C) 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. Management of executives' schedules and meeting coordination includes managing 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 include managing the Dean's to-do list, providing daily digital and printed briefings, advising on priorities and deadlines and tracking 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 provide 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 include managing, organizing, and stocking 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 include 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, and Bachelor's degree in related area and/or equivalent experience/training. Preferred qualifications include project management skills, knowledge of and/or can quickly learn campus processes, protocols and procedures, knowledge of federal regulations such as FERPA, and mastery of common campus-specific and other computer application programs and new office technology tools. Salary and benefits information is available on the University of California's Compensation & Benefits website. The budgeted annual salary range that the University reasonably expects to pay for this position is $85,438.45 (Step 5) - $110,520.51 (Step 18). To apply, please submit your resume and cover letter.

Created: 2026-03-09