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Job ID: 130511

Executive Assistant (7384U) - Job 1761 - SIMONS Institute - 1761
University of California, Berkeley


Date Posted Oct. 3, 2019
Title Executive Assistant (7384U) - Job 1761 - SIMONS Institute - 1761
University University of California, Berkeley
Berkeley, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Professional Staff
  • Administrative Support/Services
 
 


Executive Assistant (7384U) - Job 1761 - SIMONS Institute - 1761

About Berkeley

The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.

Application Review Date

The First Review Date for this job is: 10/8/19

Departmental Overview

The Simons Institute for the Theory of Computing is the world's leading venue for collaborative research in theoretical computer science. Established on July 1, 2012 with a grant of $60 million from the Simons Foundation, the Institute is housed in Calvin Lab, a dedicated building on the UC Berkeley campus. The Institute brings together the world's leading researchers in theoretical computer science and related fields, as well as the next generation of outstanding young scholars, to explore deep unsolved problems about the nature and limits of computation.

This position provides highly skilled executive support to the faculty leadership of the Institute (Director, Associate Director and Senior Scientists). Key areas of responsibility include: managing highly complex executive calendars and meeting coordination; providing on-site logistical support for meetings (slides, agendas, refreshments, video teleconferencing, etc.); coordinating complex travel logistics (includes arranging flights, transport and lodgings, as well as keeping track of financial commitments connected with the Director's speaking engagements, and processing and tracking reimbursements); using skilled judgment and discretion in triaging executives' emails and other incoming requests; and composing and maintaining executives' task lists. Assists with document preparation for high-stakes materials (CVs for funding proposals, recommendation letters, etc.); this requires a high level of skill in proofreading and document layout, as well as judgment in how to most appropriately customize preexisting text to new contexts and assignments. Takes on a variety of other projects for the faculty leadership, as needed; requires advanced critical thinking, judgment and flexibility. Time permitting, the incumbent may assist staff leadership (Director of Development, Director of Operations, Director of Communications). This position requires participation in occasional evening/weekend events.

Responsibilities

60% Provides highly skilled executive support to the faculty leadership of the Institute (Director, Associate Director and Senior Scientists). Key areas of responsibility include:

  • Managing highly complex executive calendars; coordinating meetings with prominent figures in academia and industry; providing on-site logistical support for meetings (slides, agendas, refreshments, video teleconferencing, etc.);


  • Coordinating complex travel logistics; includes keeping track of financial commitments connected with the Director's speaking engagements, and processing and tracking reimbursements.


  • Using skilled judgment and discretion in triaging executives' emails and other incoming requests; composing and maintaining executives' task lists.


20% Takes on a variety of other projects for the faculty leadership, as needed; requires critical thinking, judgment and flexibility. Time permitting, the incumbent may assist staff leadership (Director of Development, Director of Operations, Director of Communications).

10% Assists with document preparation for high-stakes materials (CVs for funding proposals, recommendation letters, etc.). Requires a high level of skill in proofreading and document layout, as well as judgment in how to most appropriately customize preexisting text to new contexts and assignments.

10% As a member of a dynamic, collaborative team in a start-up environment within the University, the incumbent will take on a variety of tasks that fall outside his or her specifically defined duties.

Required Qualifications


    Preferred Qualifications
    • Desired: Technical fluency in software clients used for event management and online media, as well as Salesforce (desired), the Institute's constituent database.


    • Desired: Knowledge of campus policies regarding travel and entertainment, and procurement.


    • Desired: Thorough knowledge of the campus, its vision, mission, goals, objectives, achievements, issues of concern and infrastructure.


    • Desired: Thorough knowledge of relevant internal and external constituencies, including the campus scientific community, the international theoretical computer science community, and sectors of the public with interest in computing, mathematics and science.


    • Desired: Experience in event coordination; UC Berkeley Event Planning Certification also desirable.


    • Desired: Experience and skill in simple graphic design, using applicable software tools (e.g. Adobe design suite).


    • Desired: Experience with various software tools including: Salesforce or other constituent management databases, online registration tools (e.g. Eventbrite, Regonline), email marketing tools (e.g. MailChimp, Convio), and Drupal or another website content management system; HTML experience also desirable.


    • Desired: Familiarity with University policies and procedures for procurement and related activities, including experience with online systems such as BearBuy, BFS, and CADS.


    Salary & Benefits

    For information on the comprehensive benefits package offered by the University visit:

    http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
    • The salary range designated for this position: Starting salary commensurate with experience.


    How to Apply

    Please submit your cover letter and resume as a single attachment when applying.

    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/Affirmative Action Employer. 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. For more information about your rights as an applicant see: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf
    For the complete University of California nondiscrimination and affirmative action policy see:
    http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

    To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=1761&PostingSeq=1

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