Executive Assistant

TO APPLY: 

Please visit our website for a full job description and more information about CAA: alumni.berkeley.edu. 

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.  We encourage you to submit your materials for consideration. This position will remain open until filled. 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.

At the Cal Alumni Association (CAA), our Executive Assistant helps create an environment and culture that enables us to fulfill our mission of providing all Cal graduates with rewarding connections to the university, to fellow alumni, and to current students. We are seeking an experienced, full-time executive assistant, who will represent CAA with professionalism and integrity, to support the Executive Director, Chief of Staff, and our Board of Directors.

Our ideal candidate will be a proactive problem solver, with exceptional communication skills, be highly organized, and have meticulous attention to details. This person should have experience working in an office environment, performing administrative duties, and providing support to multiple managers. Given the dynamic nature of the executive office, we rely on our executive assistant to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

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 will also work remotely when on site work is not required. Occasional evening and weekend hours required on an as-needed basis.. 

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.

RESPONSIBILITIES:

• Support the Chief of Staff primarily and provide support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
• Use discretion and professional judgment to complete day-to-day operating objectives and maintain professionalism and strict confidentiality with all materials
• Manage scheduling for the Executive Director and Chief of Staff, including mail, phone calls, visitors, and other logistics
• Respond to a 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 logistics, timesheet and expense reports
• Manage executive office: welcome guests, digitize filing system, maintain contacts database, supplies, and overall office organization
• Coordinate assigned events, internal and off-site, including event registration, marketing, logistics, staffing, and VIP guest relations
• Develop and maintain reports for engagement tracking and ensure attendees are coded in CADS.
• Provide general office support for CAA, as needed, including responding to alumni inquiries via phone, email, or in person; ordering supplies, etc.
• Support Development/Fundraising event and administrative projects on as-needed basis 
• Manage special projects as needed
• Other duties as assigned

REQUIREMENTS: 

• At least 2 years experience in an administrative support role reporting to upper management
• Proven ability to work with confidential and sensitive information and follow data security protocols.
• Excellent communication, analytical, and interpersonal skills
• At least 2 years small-scale project or event management experience 
• Strong computer skills using PC, and Microsoft Office and Google Suite, especially Sheets and Slides
• Strong time-management skills, and an ability to organize and coordinate concurrent projects
• Ability to prioritize and to keep others organized
• 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 in addition to regular work schedule
• 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.

About CAA:

The Cal Alumni Association provides Cal graduates with rewarding connections to the university, fellow alumni, and current students. Founded by the original graduates of the University of California in 1872, the Cal Alumni Association today represents more than half a million alumni throughout the world. CAA is located at the Alumni House on the University of California, Berkeley campus; however, we are an independent, not‐for‐profit, 501(c)(3) organization.