Executive Assistant to Executive Director

Executive Assistant to the Executive Director

Cal Alumni Association | UC Berkeley | Posted Feb 24, 2026

Full-time | Advanced (5-10 yrs)

The Cal Alumni Association (CAA) provides all Cal graduates with rewarding connections to the university, to fellow alums, and to 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 alums living throughout the world.
Our mission is to cultivate a lifelong relationship with our alma mater by connecting and inspiring alums, students, and the campus community through meaningful and inclusive opportunities. We foster a culture that celebrates diversity, creates a sense of belonging, and advances equity.

The Executive Assistant (EA) to the Executive Director provides high‑level administrative support to the ED/CEO and offers coordination assistance to senior leaders as needed. This position is responsible for calendar management, scheduling, meeting logistics, correspondence support, travel coordination, and administrative organization within the Executive Office. The EA ensures that the Executive Director’s time is organized, meetings are well‑coordinated, and routine administrative functions operate smoothly and efficiently.

This is an administrative support role. Strategic planning, governance oversight, and executive decision‑making authority reside with the Executive Director and Chief of Staff.

The position is located in Berkeley, CA at the Alumni House on the University of California, Berkeley campus. Work hours must be in line with traditional business hours to provide real‑time support to our Executive Director. The preferred start time is 7:00 am and the role requires being in office four days a week.

• Manage the Executive Director’s calendar, including scheduling internal and external meetings.
• Coordinate meeting logistics (room reservations, Zoom links, catering, materials).
• Prepare routine meeting materials and ensure documents are organized and distributed.
• Track meeting action items and assist with follow‑up reminders.
• Screen and prioritize incoming emails and calls as directed.

• Schedule Board and committee meetings in coordination with the Chief of Staff.
• Manage logistics for Board meetings, retreats, and leadership gatherings.
• Assist with formatting and distribution of Board materials as directed.
• Coordinate executive travel related to Board activities and external meetings.
• Support event logistics for donor and alumni engagement events involving the Executive Director.

• Provide scheduling and logistical support to senior leaders as directed by the Executive Director.
• Coordinate cross‑departmental meetings when requested.
• Assist with internal calendar coordination for leadership meetings and retreats.

• Draft routine correspondence on behalf of the Executive Director.
• Proofread and format internal and external communications.
• Maintain organized digital and physical filing systems.
• Support document routing and signature collection.

• Coordinate travel arrangements, expense reports, and reimbursement submissions.
• Maintain Executive Office supplies and records.
• Support onboarding logistics for new executive team members.
• Assist with special projects and administrative assignments as requested.

• 3–5 years of administrative support experience, preferably supporting senior leadership.
• Strong organizational and time‑management skills.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace (Docs, Sheets, Calendar, Drive).
• Ability to maintain confidentiality and professionalism.
• Detail‑oriented and dependable.

This position is classified as an at‑will, full‑time, exempt position. Pay range is $80,000–$105,000 annualized. The role is eligible to participate in healthcare benefits and a retirement plan with a company match. CAA staff, while not University of California employees, are eligible for…