Executive Assistant (7385U), Finance Immediate Office - #85190

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 make 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. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

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. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

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. Finance also serves in an advisory capacity, working closely with the Chancellor and Provost to advance strategic financial priorities and partnering with the schools, colleges, and administrative divisions to provide financial direction.

Position Summary

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. 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

Management of VC-CFO schedule and meeting preparation.

• 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.

Information management, analysis, and problem solving.

• 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.

Representing the VC-CFO's office and coordinating with Cabinet EAs.

• 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.
• Participate in regular meetings, including scheduling meetings, to communicate with their manager, ask questions of the VCF-CFO, and organize scheduling with other EAs.

Office management and general administrative support.

• 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.

Special projects and backup.

• 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.

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 annual salary range that the University reasonably expects to pay for this position is $82,800.00. - $130,000.00. The full pay scale for this classification is $82,800.00 - $149,800.00.

• This is a full-time (40 hours/week), career position that is eligible for UC Benefits.
• This 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.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: 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

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.