Departmental Overview

The College of Engineering at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three engineering colleges in the United States. With more than 220 regular faculty members, 2,100 graduate students and 3,200 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus. A multiunit Dean's Office provides administrative, student services, development and capital projects services. CoE occupies 12 buildings on the Berkeley campus and has extensive facilities at the Richmond Field Station.

This position involves providing administrative oversight for an executive, including the coordination of communications and pertinent data among a group of the executive's subordinate management staff. The Executive Assistant 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. S/he handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance.

The Executive Assistant assists in the administrative oversight of 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.

Responsible for developing, interpreting, and implementing financial concepts for financial planning, resource planning (dollars), and control of organizational budget. May analyze and prepare recommendations for financial plans, including annual resource allocations, future requirements, and operating forecasts.

Application Review Date

The First Review Date for this job is: July 1, 2026 - Open until filled

Responsibilities

• Oversees and ensures the daily administrative operations run smoothly for the CoE Dean's Office. Managing the calendar for the Dean, Executive Associate Dean and additional leadership members on an as needed basis. Preparation for on site meetings in 3 different conference rooms. Work with Deans office team to create procedures and protocols for managing the office. Ensures Dean and Executive Associate Dean have all documents necessary for related meetings. Maintain digital documents and files for the Dean's office. Prepares responses and escalates urgent requests; researches, compiles and summarizes issues, policies and topics; provides background information, and briefing materials for the Dean's office. Participates in the development and implementation of efficient and effective systems for managing information, projects and communications. Implements related business processes.
• Functions as the gatekeeper, understanding the requirements of the CoE Dean's Office, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Responds to inquiries from faculty, staff, students, and the public on behalf of the CoE Dean's Office.
• Meeting, Event and Project support which includes: Prepare agendas, google slides, calendar invites, and all correspondence related to meetings/events. Order meals/food as needed for events and meetings.
• Notetaking Follow up as needed. Oversees public facing contact with parents, students, prospective students, faculty, staff, and the general public. Manage phones and walk in traffic.
• Responding to emails on behalf of the Deans Leadership team as needed/appropriate. Act as a gatekeeper to determine which activities and events are prioritized on the Dean's calendar.
• Manages contact with high level guests to the dean's office including correspondence and on site visits. Makes high-level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
• Program coordination to include organizing ad hoc committees, on site and virtual college wide meetings. Additionally, will support coordinating travel, parking, reimbursements, and vendor payments. Coordinate visitor travel and itineraries, including processing travel reimbursement requests. Maintain basic websites, mailing lists, and event calendars.
• Office and facilities management: coordinate purchasing services for the office and coordinating business unit, including managing inventory and supplies and office equipment. Conference room hospitality coordinator for multiple conference rooms and hoteling spaces as needed. Includes communication with users expectations for set up, clean up and use of technical equipment.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Familiarity with the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.

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 salary or hourly range that the University reasonably expects to pay for this position is $78,930.91 to $100,091.20 yearly ($6,577.58 to $8,340.93 monthly); the full salary range for this title (EXEC AST 3 CX) is $78,930.91 to $126,961.76 yearly. This is a 100% FTE career position eligible for full benefits.

Other Information

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.

How to Apply

To apply, please submit your resume and cover letter.

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 Disclosure

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