Executive Assistant (7385U), BAMPFA - 52849 About Berkeley
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Departmental Overview
One of the nation's leading university museums, the UC Berkeley Art Museum and Pacific Film Archive (BAMPFA) is a forum for cultural experiences that transform individuals and advance the local, national, and global discourse on art and film. As the premier visual arts venue at the top U.S. public research university, BAMPFA is uniquely dedicated to art and film in equal measure. Its annual program encompasses exhibitions, screenings, and public programs that connect visitors from campus, across the Bay Area, and beyond with the leading artists and filmmakers of our time.
BAMPFA takes a contemporary and critical perspective on its wide-ranging collections. The museum's holdings of more than 25,000 works of art include particular strengths in 20th- and 21st-century work, including Abstract Expressionist painting, contemporary photography, conceptual art, and African American quilts, along with focused historical collections of 19th-century American folk art and early American painting, Italian Baroque painting, Old Master works on paper, and East Asian paintings. BAMPFA's collection also includes more than 18,000 films and videos, representing the largest collection of Japanese cinema outside of Japan and impressive holdings of Soviet cinema, West Coast avant-garde film, and seminal video art, as well as hundreds of thousands of articles, reviews, posters, and other ephemera related to the history of film.
Founded as the University Art Museum in 1970 and initially housed in a Brutalist structure designed by Mario Ciampi, BAMPFA relocated in 2016 to a new facility designed by Diller Scofidio + Renfro in the heart of downtown Berkeley, where it has become an anchor for the city's flourishing arts district. The museum's curatorial strategies reflect the rich diversity of the UC Berkeley campus and the greater Bay Area through programming that is interdisciplinary, intergenerational, and international in scope. A locally connected, globally relevant institution, BAMPFA is deeply dedicated to its role as an educational space for UC Berkeley scholars and the general public. It fulfills this mission with three distinguished study centers-the James Cahill Asian Art Study Center, the Film Library and Study Center, and the Florence Helzel Works on Paper Study Center-as well as a range of collaborations with the university's academic departments and student organizations.
The BAMPFA Executive Director seeks an Assistant at an exciting time of transition and opportunity. The Assistant to the Executive Director provides high-level, confidential, executive support on a wide range of projects including staff-wide initiatives, Board and donor cultivation, programs and other topics as assigned.
With a high degree of autonomy, the Assistant to the Executive Director manages the Executive Director's Office, the Executive Director's calendar, the Board of Trustee meetings, and special projects involving the Executive Director. This is a unique opportunity to support the implementation of a new vision and work collaboratively across the institution with talented colleagues to achieve the museum's mission and goals.
Application Review Date
The First Review Date for this job is: 05/19/2023.
Responsibilities
EXECUTIVE SUPPORT FUNCTIONS
Monitors projects the Executive Director is involved in, identifies and gathers relevant data, maintains deadlines, reminds Executive Director of matters that require immediate attention and offers assistance and analytical support. Supports director's activities with a high level of organization, efficiency, and detail, and prepares daily and weekly briefings with related materials.
MANAGEMENT OF EXECUTIVE SCHEDULE AND MEETING COORDINATION
Proactively manages the Executive Director's calendar to ensure time for ED's priorities, focused work, and travel, consistently re-prioritizing events, meetings and communications daily, weekly, and monthly; assessing and prioritizing the high volume of incoming requests, scheduling large and complex meetings with internal and external stakeholders, tracking requests, resolving conflicts appropriately in timely manner. Functions as the gatekeeper, understanding the requirements of the Executive Director, in order to prioritize issues according to urgency, and to allocate time for scheduled events, travel and meetings. Manages invitations and RSVPs. Manage logistics for internal meetings including scheduling, reserving rooms, supporting agenda development, facilitating, note-taking, communicating to key stakeholders, following up on action items, and setting up the appropriate tools and technology, such as Slack, Zoom, Hopin, or Mural. Organizes ad-hoc committees appointed by the Executive Director on a broad range of issues. With guidance from the Executive Director, responds to sensitive and important issues, and forwards situations and issues presented by board members, donors, staff, faculty and external constituents to appropriate senior staff members for resolution. As delegated, responds to inquiries from faculty, staff, students and the public on behalf of the Executive Director. Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
OFFICE COORDINATION AND OPERATIONS
Oversees and ensures that daily operations run smoothly for the executive's office. Keeps Executive Director's office neat and organized, filing documents, both digital and hardcopy, and other materials for efficient retrieval. Screens and prioritizes incoming mail for Executive Director's attention. Monitors and replenishes office supplies. Participates in the development and implementation of efficient and effective systems for BAMPFA, managing information, projects and communications. Ensures compliance with all university policies.
TRAVEL
Make travel arrangements for Executive Director including booking travel, preparing itinerary, providing supplies, coordinating with trip hosts, and completing expense reports.
BOARD OF TRUSTEES COORDINATOR
Serves as the principal liaison with the BAMPFA Board of Trustees. Manages the creation and implementation of the Board of Trustee annual calendar, including meetings, retreats, social activities, and specified committee meetings. Staffs committees as requested. Serves as liaison for trustees, helping/assisting/working with them on any issue they raise. Composes and edits written documents for the Board leadership and committees, such as agendas, summaries, reports, minutes, letters, directives, and visual presentations. Coordinates, sets up, and breaks down gatherings for the Board of Trustees and committees. This includes ordering catering, gifts, ancillary materials, and ensuring that gatherings are presented in a professional and neat manner. Creates and tracks a guest list of all attendees and makes accommodations for board members as requested.
SPECIAL PROJECTS
Performs and/or coordinates special projects independently, and/or as a member of a team. Other duties as assigned by the Executive Director.
Required Qualifications
Previous experience performing administrative duties in a fast-paced environment. Highly organized with demonstrated skill for planning and prioritizing. Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the campus. Strong analytical/problem-solving skills. Writing, editing, and proofreading skills. Strong service orientation. Ability to communicate effectively with all levels of staff, faculty, alumni/donors, students, and external constituencies, both verbally and in writing. Strong skills in research, analysis, and complex problem solving. Advising and counseling skills. Ability to work flexibly and multitask with demanding timeframes. Ability to use high-level discretion and maintain a high level of confidentiality. Bachelor's degree in related area and/or equivalent experience/training.
Preferred Qualifications
Awareness of BAMPFA and its program goals or the ability to learn. Experience working at a cultural organization. Experience supporting the work of an executive officer. Thorough knowledge of common campus-specific and other computer application programs or ability to rapidly learn these programs.
Salary & Benefits
This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly and eligible for full UC 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 $85,000.00 - $95,000.00.
