Assistant to the Executive Director, Berkeley Art Museum Pacific Film Archive (4702C) #88190

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Departmental Overview One of the nation’s leading university museums, the University of California’s Berkeley Art Museum 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 America’s top public research university, BAMPFA is uniquely dedicated to art and film in equal measure, presenting more than four hundred film screenings, dozens of public programs, and more than fifteen exhibitions annually.

Position Summary 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 communications, programs and other topics as assigned. With a high degree of autonomy, this position manages the Executive Director’s Office, the Executive Director’s calendar, board meetings, and special projects involving the Executive Director. The Assistant to the Executive Director ensures seamless workflow and responsiveness in support of the Executive Director’s office through strong organizational, communication, and relationship-management skills, sound judgment, and a demonstrated commitment to confidentiality, accuracy, and follow-through.

Application Review Date The First Review Date for this job is August 31, 2026. For full consideration, please apply by the first review date. Applications may still be considered through September 16, 2026.

Responsibilities EXECUTIVE SUPPORT FUNCTIONS - 25%

• 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 Executive Director’s activities with a high level of organization, efficiency, and detail. Prepares briefing materials and correspondence.
• Maintains log of action items, commitments and deadlines arising from ED meetings with the senior leadership team, staff, board, and donors, and proactively surfaces upcoming and overdue items to the Executive Director on a regular cadence.

TRAVEL ARRANGEMENTS AND REIMBURSEMENTS - 25%

• Make travel arrangements for Executive Director including booking travel, preparing itinerary, providing supplies, coordinating with trip hosts.
• Completing complex expense reports per university policies.
• Obtain preapprovals and flag issues in advance, as needed.

MANAGEMENT OF EXECUTIVE SCHEDULE AND MEETING COORDINATION - 20%

• Proactively manages the Executive Directors calendar to ensure time for EDs 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.
• Manages logistics for internal meetings inclu…