Executive Assistant (7385U), Finance Immediate Office - 85190
Inside Higher Ed, Berkeley, CA, United States
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 makes 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. 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 Division of Finance provides effective financial, analytical, and administrative management to our campus partners. The division includes Financial Planning & Analysis, the Controller's Office, Capital Finance, University Business Partnerships & Services, and the Immediate Office. Together, these teams oversee university financial services and controls, lead an integrated approach to planning and development, and provide accurate and timely information and analyses to inform campus decision‑making in service of UC Berkeley's mission of teaching, research, and public service.
Position Summary
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 highly 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.
Application Review Date
The First Review Date for this job is: 04/08/2026.
Responsibilities
Directs the daily administrative operations for the VCF-CFO office.
Develops and implements efficient and effective systems for managing information, including complex planning, coordination, scheduling, communication, project management, and gatekeeping of highly sensitive information among the offices of other Cabinet Members, faculty, staff, donors, and other stakeholders, ensuring the smooth operations of the VCF-CFO office.
Screen and analyze the substance of issues and judge the priority of incoming information and requests.
Researches, analyzes, and synthesizes information to prepare executive briefings, reports, and summaries.
Prepares the VCF-CFO by briefing them on the urgent issue(s), providing background, scheduling necessary events and meetings, preparing agendas, and compiling essential information.
Prepares and shares a daily overview of meetings, with related materials in a confidential digital packet folder.
Serves as an on‑site coordinator, greeting guests, facilitating meetings, and solving in‑person problems, ensuring that meeting attendees or guests are comfortable and supported.
Prepares responses to urgent divisional requests on behalf of the VCF Immediate office; takes charge of complex and highly sensitive matters, independently investigates issues and problems, and acts proactively to resolve problems in an accurate and timely manner.
Prioritizes incoming issues based on urgency and current information to efficiently allocate VCF-CFO's time.
Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues. Maintains and tracks records, agendas, and meeting notes as needed.
Raises issues to the appropriate leader in a timely manner.
Responds to a wide variety of questions and issues from faculty, staff, students, and the public on behalf of the executive, including those highly sensitive in nature.
Researches, analyzes, and prepares confidential reports and summarizes issues for senior staff.
Maintains a comprehensive database and handles the details of initiatives, assignments, and scheduling on behalf of the VCF-CFO, including actions delegated to other offices.
Makes high‑level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.
Serves as a liaison between other departments to provide information to university leadership.
Participates in regular meetings, including scheduling meetings, to communicate with their manager, ask questions of the VCF-CFO, and organize scheduling with other EAs.
Provides general administrative support to the division.
Supports the divisional leaders in an administrative capacity, including managing the office space at California Hall, coordinating with the facilities manager, ordering office supplies, and facilitating on‑site meetings.
Develops and implements efficient, effective systems for managing information, projects, and client or stakeholder communications to ensure accurate, timely responses.
Directs the daily financial operations for the VCF Immediate Office, including all BluCard purchases, reimbursements, vendor invoices, office purchasing, and reconciliation related to the department and divisional events.
Coordinates recognition for staff milestones, retirements, or important visits.
Organizes and provides logistical and technical support for special events, including planning, purchasing, scheduling, catering, AV support, travel arrangements, speaker/participant communications, and the details to ensure a smooth and successful event for the finance division.
Organizes ad hoc committees appointed by the executive on a broad range of issues. Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.
Performs and/or coordinates special projects independently, and/or as a member of a team.
Assumes other duties that come up as a result of the daily administrative and scheduling work related to the VCF-CFO and the Immediate Office.
Because administrative work is generated by emerging issues, some other administrative work may be added at different times, depending on the situation.
Serves as backup to other team members to balance workload or support work during absences.
Required Qualifications
Very detail-oriented and able to maintain a complex, flexible calendar.
Experienced at developing and implementing organized and efficient systems and processes.
Ability to proactively track key information, gather responses, and provide updates to the VCF-CFO.
Ability to multitask with demanding timeframes and to remain calm under pressure.
Advanced analytical and problem-solving skills and the ability to prioritize.
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.
Advanced service orientation and the ability to offer friendly support to staff, meeting attendees, and guests.
Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing.
Intermediate to advanced knowledge of and/or can quickly learn common organization-specific computer applications.
Advising and counseling skills.
Ability to use a high level of discretion and maintain all confidentiality.
Ability to effectively work both independently and in collaboration with others at varying levels of the organization.
Ability to maintain a high level of organization and attention to detail while simultaneously understanding and integrating the larger context.
Knowledge of federal regulations and/or can quickly learn UC policies, such as those related to billing, travel, and reimbursements.
Bachelor's degree in related area and/or equivalent experience/training.
Preferred Qualifications
Advanced knowledge of and/or can quickly learn UC Berkeley's processes, protocols, and procedures.
Intermediate to advanced project management skills.
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website. This is a full-time (40 hours/week), career position that is eligible for UC Benefits and is an exempt monthly-paid position.
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.
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.
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.
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Departmental Overview
The Division of Finance provides effective financial, analytical, and administrative management to our campus partners. The division includes Financial Planning & Analysis, the Controller's Office, Capital Finance, University Business Partnerships & Services, and the Immediate Office. Together, these teams oversee university financial services and controls, lead an integrated approach to planning and development, and provide accurate and timely information and analyses to inform campus decision‑making in service of UC Berkeley's mission of teaching, research, and public service.
Position Summary
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 highly 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.
Application Review Date
The First Review Date for this job is: 04/08/2026.
Responsibilities
Directs the daily administrative operations for the VCF-CFO office.
Develops and implements efficient and effective systems for managing information, including complex planning, coordination, scheduling, communication, project management, and gatekeeping of highly sensitive information among the offices of other Cabinet Members, faculty, staff, donors, and other stakeholders, ensuring the smooth operations of the VCF-CFO office.
Screen and analyze the substance of issues and judge the priority of incoming information and requests.
Researches, analyzes, and synthesizes information to prepare executive briefings, reports, and summaries.
Prepares the VCF-CFO by briefing them on the urgent issue(s), providing background, scheduling necessary events and meetings, preparing agendas, and compiling essential information.
Prepares and shares a daily overview of meetings, with related materials in a confidential digital packet folder.
Serves as an on‑site coordinator, greeting guests, facilitating meetings, and solving in‑person problems, ensuring that meeting attendees or guests are comfortable and supported.
Prepares responses to urgent divisional requests on behalf of the VCF Immediate office; takes charge of complex and highly sensitive matters, independently investigates issues and problems, and acts proactively to resolve problems in an accurate and timely manner.
Prioritizes incoming issues based on urgency and current information to efficiently allocate VCF-CFO's time.
Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues. Maintains and tracks records, agendas, and meeting notes as needed.
Raises issues to the appropriate leader in a timely manner.
Responds to a wide variety of questions and issues from faculty, staff, students, and the public on behalf of the executive, including those highly sensitive in nature.
Researches, analyzes, and prepares confidential reports and summarizes issues for senior staff.
Maintains a comprehensive database and handles the details of initiatives, assignments, and scheduling on behalf of the VCF-CFO, including actions delegated to other offices.
Makes high‑level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.
Serves as a liaison between other departments to provide information to university leadership.
Participates in regular meetings, including scheduling meetings, to communicate with their manager, ask questions of the VCF-CFO, and organize scheduling with other EAs.
Provides general administrative support to the division.
Supports the divisional leaders in an administrative capacity, including managing the office space at California Hall, coordinating with the facilities manager, ordering office supplies, and facilitating on‑site meetings.
Develops and implements efficient, effective systems for managing information, projects, and client or stakeholder communications to ensure accurate, timely responses.
Directs the daily financial operations for the VCF Immediate Office, including all BluCard purchases, reimbursements, vendor invoices, office purchasing, and reconciliation related to the department and divisional events.
Coordinates recognition for staff milestones, retirements, or important visits.
Organizes and provides logistical and technical support for special events, including planning, purchasing, scheduling, catering, AV support, travel arrangements, speaker/participant communications, and the details to ensure a smooth and successful event for the finance division.
Organizes ad hoc committees appointed by the executive on a broad range of issues. Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.
Performs and/or coordinates special projects independently, and/or as a member of a team.
Assumes other duties that come up as a result of the daily administrative and scheduling work related to the VCF-CFO and the Immediate Office.
Because administrative work is generated by emerging issues, some other administrative work may be added at different times, depending on the situation.
Serves as backup to other team members to balance workload or support work during absences.
Required Qualifications
Very detail-oriented and able to maintain a complex, flexible calendar.
Experienced at developing and implementing organized and efficient systems and processes.
Ability to proactively track key information, gather responses, and provide updates to the VCF-CFO.
Ability to multitask with demanding timeframes and to remain calm under pressure.
Advanced analytical and problem-solving skills and the ability to prioritize.
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.
Advanced service orientation and the ability to offer friendly support to staff, meeting attendees, and guests.
Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing.
Intermediate to advanced knowledge of and/or can quickly learn common organization-specific computer applications.
Advising and counseling skills.
Ability to use a high level of discretion and maintain all confidentiality.
Ability to effectively work both independently and in collaboration with others at varying levels of the organization.
Ability to maintain a high level of organization and attention to detail while simultaneously understanding and integrating the larger context.
Knowledge of federal regulations and/or can quickly learn UC policies, such as those related to billing, travel, and reimbursements.
Bachelor's degree in related area and/or equivalent experience/training.
Preferred Qualifications
Advanced knowledge of and/or can quickly learn UC Berkeley's processes, protocols, and procedures.
Intermediate to advanced project management skills.
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website. This is a full-time (40 hours/week), career position that is eligible for UC Benefits and is an exempt monthly-paid position.
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.
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.
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.
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