Job Description
Job DescriptionSalary: 85,000-95,000
Title: Executive Assistant | Location: Berkeley, CA | Salary Band: $85,000 - $95,000
Reports to: Executive Director
| Status: Full-time (In-person)
ABOUT ICSI
The International Computer Science Institute (ICSI) is an independent non-profit research institute in the heart of Berkeley, California. ICSI is a place where researchers solve hard problems and help change the world. We pioneer interdisciplinary research across all areas of computer science and data science to generate fundamental insights, address societal challenges, and catalyze entrepreneurial opportunity.
We foster a uniquely flexible and collaborative intellectual environment.
- Its about big ideas. ICSI is a place for taking on daunting challengesnot playing it safe. Our researchers pursue questions they feel are in the public interest and advance technologies that address important societal needs. This transformative work often spans disciplines, sectors, and borders.
- Its about solving problems, not submitting papers. Unlike industry or academia, ICSI does not have strict expectations on research output. We may write traditional research papers, but we also release software, curate datasets, build research communities, and spin out startup companies. Our researchers leverage strong ties with UC Berkeley and the Silicon Valley ecosystem to bring great ideas to fruition in whatever way is best suited to the problem at hand.
- Its about inclusion. Visitors come from all over the world to pursue research at ICSI. Weve hosted scientists and more than 620 postdocs from Germany, Spain, Switzerland, Finland, Italy, the United Kingdom, Holland, Israel, China, Japan, Singapore, the Philippines, Brazil, Canada, and more. We believe diverse perspectives create the best ideas.
We are looking for equity-minded 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. When you join the team at ICSI, you can expect to be part of an inclusive, innovative and equity-focused community that requires broad collaboration among staff, students and community partners.
ABOUT THE ROLE
The Executive Assistant ensures smooth daily operations of ICSIs Berkeley office while providing direct administrative support to the CEO. This role blends office management, event coordination, light immigration support, and high-level executive assistance to help the leadership team operate effectively and create a welcoming, efficient workplace for staff, researchers, and international visitors.
Because of the collaborative nature of this role, it is primarily in-person. Hybrid flexibility (12 days/week) may be considered once onboarding is complete and key responsibilities are running smoothly.
KEY RESPONSIBILITIES
- Oversee day-to-day office operations, including vendor relationships, facilities maintenance, and supply procurement.
- Serve as the primary contact for office needs, coordinating with IT, building management, and service providers.
Identify opportunities to improve workflows, implement tools, and optimize operations. - Plan and execute internal events (PI lunches, colloquia, social gatherings, workshops, etc.).
- Support international visitors with relocation logistics, including housing resources, local services, and cultural onboarding.
- Partner with the People Team to coordinate all logistics for new hire onboarding and employee exits.
- Manage the CEOs calendar, including scheduling meetings, coordinating travel, and ensuring appropriate prep time.
- Draft, edit, and proofread correspondence, presentations, and other executive-level documents.
- Support board meeting preparation, including agenda materials, logistics, and follow-up actions.
- Maintain confidentiality and discretion in handling sensitive matters.
- Act as a liaison between the Executive Director and internal/external stakeholders to ensure timely communication and follow-through.
- Maintain and regularly update the CEOs priority list, tracking progress on key projects and following up with team members to ensure alignment and timely execution.
- Proactively flag upcoming deadlines, risks, or bottlenecks, ensuring the CEO has visibility into critical decisions and actions.
- Prepare concise briefings and pre-reads for the CEO ahead of meetings, ensuring they are fully informed and prepared.
REQUIRED SKILLS & COMPETENCIES
- Event planning and executive support experience strongly preferred.
- Excellent communication, interpersonal, and customer service skills.
- Strong attention to detail and discretion with sensitive data.
- Organized and adaptable; able to juggle priorities
- Proficient in Microsoft Office, Google Workspace, Trello, and willingness to learn HRIS platforms.
- Comfortable coordinating logistics and managing vendor relationships.
EDUCATION & EXPERIENCE
- BA/BS degree or equivalent coursework/experience in Human Resources, Business Administration, or related field is a plus.
- 3-5 years of experience as an assistant or office manager.
PREFERRED QUALIFICATIONS
- Experience in a non-profit, academic, or research environment.
- Familiarity with California labor laws.
We value a diverse and inclusive workplace and strongly encourage individuals from all backgrounds to apply. Employment decisions are based on qualifications, merit, and organizational need.
BENEFITS
ICSI offers a complete package of benefits and programs to support you and your family. Our benefits programs can help you cover health care expenses, build capital for the future, and make life a little easier. Below is a description of our benefits for employees in the United States.
Health & Wellness
- Comprehensive medical and prescription coverage, including HSA-compatible plan options
- Dental and vision insurance to keep you smiling and seeing clearly
- Life and Accidental Death & Dismemberment (AD&D) coverage for peace of mind
- Short- and long-term disability insurance for added protection
Spending & Savings Accounts
- Flexible Spending Accounts (FSAs) for medical and dependent care expenses
- Commuter spending accounts to help with transit costs
Retirement Savings
- 401(k) plan with a 3% automatic employer contributionplus up to a 7% additional match on what you contribute
- Flexible contribution options: traditional pre-tax, Roth, or after-tax, so you can save in the way that works best for you
Time Off & Balance
- Generous paid time off, including holidays, vacation, and sick leave, to recharge and spend time on what matters most
LOCATION
Downtown Berkeley, CA, right next to the Downtown Berkeley BART Station. Mostly in-office, with some flexibility for a hybrid work schedule.
Please Note: ICSI requires employees working on-site to be fully vaccinated against COVID-19, including recommended boosters. Reasonable accommodations may be considered for medical or legally protected reasons. Our safety protocols include enhanced ventilation, masking during periods of elevated risk, and adherence to public health guidance.
For more information please see www.icsi.berkeley.edu
ICSI is an equal opportunity employer and makes employment decisions on the basis of merit. The Institute is committed to having the best available persons in every job. 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.