The Cal Alumni Association (CAA) is seeking an experienced executive assistant to support the Executive Director and Chief of Staff.  Our top candidate will be a highly organized individual with a positive attitude and have the proven ability to provide excellent administrative support. We seek an individual with initiative who can effectively juggle multiple supervisors and assignments, and who can proactively and independently solve problems. Mature “people skills”, strong Google Suite skills, and the ability to handle confidential information are a must. This position reports to the Chief of Staff and will support the administrative needs of the Executive Office and the Board of Directors.

WORK SCHEDULE AND LOCATION:

The position is located in Berkeley, CA at the Alumni House on the University of California, Berkeley campus. The Executive Assistant is expected to work on site on Wednesdays and Thursdays, and when the Executive Director has scheduled onsite guests and meetings. The Executive Assistant may occasionally work remotely inline with job duties and business needs.  

Responsibilities

• Use discretion and professional judgment to complete day-to-day operating objectives
• Manage scheduling for the Executive Director and Chief of Staff
• Respond to a wide variety of inquires and communications on behalf of the Executive Director and Chief of Staff; compose and edit correspondence
• Prepare meeting minutes, meeting and travel arrangements, timesheet and expense reports
• Manage executive office: welcome guests, organize and digitize filing system, maintain supplies and overall office organization
• Coordinate assigned events including event registration, marketing, logistics, staffing, and VIP guest relations
• Develop and maintain reports for engagement tracking and ensure attendees are coded in CADS.
• Manage special projects as needed
• Other duties as assigned

Required Qualifications

• Proven ability to work with confidential and sensitive information and follow data security protocols.
• Excellent written and oral communication, analytical, and interpersonal skills
• At least 2 years experience in an administrative support role
• At least 2 years scheduling experience
• At least 2 years small-scale project management experience including planning, organizing, coordinating resources
• Strong computer skills using PC, and Microsoft Office and Google Suite, especially Sheets and Slides
• Proactive with exceptional attention to detail, extremely organized, and the ability to keep others organized 
• Ability to prioritize, multi-task and thrive in a fast-paced work environment is a must
• Experience and comfort in using complex databases, including looking up and inputting information, and generating reports; Ability to learn and use CADS (Cal Advancement Data System).
• Willingness and ability to work nights and weekends, as required.
• Able to lift, push and pull up to 20 pounds, and willing to move equipment and supplies.
• Must submit to Consumer, Motor Vehicle, and FBI/DOJ fingerprint background investigations.

Preferred Qualifications

• Experience using Eventbrite, Zoom, and event management tools to host meetings and webinars.
• Experience in event planning and coordination
• Familiarity with and connected within the Cal alumni community.
• Bachelor’s degree; UC Berkeley alumnus/a

Salary and Benefits

This is a full-time job with a pay range of $64,000-68,000 annualized. This job is eligible to participate in healthcare benefits, a retirement plan with company match, and generous vacation and holiday time-off benefits. CAA staff, while not University of California employees, are also eligible for many UC Berkeley staff programs and discounts on campus. We have a friendly, relaxed, and professional environment, and we pride ourselves on our team approach. 

The Cal Alumni Association seeks candidates whose previous experience has prepared them to contribute to our commitment to diversity and inclusion and to increasing the participation of individuals from groups historically underrepresented in higher education. We are looking for applicants who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.

To Apply

After reviewing our website, please submit your cover letter and resume to recruiting@alumni.berkeley.edu for consideration. Please note Executive Assistant in the subject line. Please send your materials as an attachment in either MS Word or PDF format. This position will remain open until filled, however, we encourage you to submit your materials for consideration by Friday, March 8, 2024. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Deadline to Apply

Friday, March 8, 2024

Our Operating Principles

We are especially interested in hiring a candidate who will commit to building a workplace that:

• Fosters personal accountability and empowerment
• Inspires personal integrity and a commitment to ethical standards
• Builds trust and mutual respect
• Fosters effective communication
• Conducts work that is inspirational, innovative, forward-thinking and adaptable
• Reinforces teamwork
• Offers constructive feedback and coaching
• Shares a common commitment to vision/goals
• Nurtures a positive outlook
• Affirms diversity
• Allows for an aesthetic, healthy and accommodating physical workspace.

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