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Executive Assistant

Boston, MA 02115

Posted: 03/22/2023 Employment Type: Contract Job Category: Administrative Job Number: 554233 Country: United States Is job remote?: No

Job Description

Executive Assistant
3 months
Boston, MA
Pay Range: $34.88-37.88/hr

Must Haves:
  • Bachelor's Degree
  • 5+ years of related experience
  • Strong Written and Verbal Communication skills
  • Previous experience support a C-Level Executive
  • Demonstrated experience with complex calendar management
  • Advanced Proficiency with Microsoft Office Suite programs, including PowerPoint
  • Experience working in a high profiles or customer service focused environment
  • Higher Education experience
Job Summary/Description:

The Responsibilities of the Executive Assistant to the Dean include but are not limited to:
  • Manages the complex calendar of the Dean and Dean of Administration and Finance; including planning and executing travel arrangements.
  • Manages administrative projects, often handling multiple projects at once: determines priority, solicits assistance or determines how to delegate, resolves problems that arise, and ensures project completion in a timely fashion.
  • Handles complex and confidential materials, applying judgment, initiative, and responsiveness.
  • Coordinates meetings and high visibility projects and events, organizing agendas and action items, and planning to ensure all runs smoothly, and participates in programming as necessary. Interacts and negotiates with vendors and constituents on event matters, creating and managing meeting and event budgets. Potential projects can span from across the department and the University and may include annual reporting, events and symposia, community building activities, as well as collaborations with the offices of Development and Alumni Relations and Administration and Finance.
  • Reads, researches, and routes correspondence, drafts communications; collects and analyzes information.
  • Prepares, edits and coordinates presentations and School-wide communications in close coordination with the Senior Director of Communications. Contributes content and copyediting support tailored to audience type. Monitors and manages multiple department email accounts, distributes school-wide correspondence, and updates intranet and SharePoint files, and website.
  • Direct processing of office expenses and budget reconciliation.
  • Helps ensure that all guests feel welcome in the office, greeting them in person or on the telephone, and answering and directing inquiries.
  • Acts as an integral member of a two-person dean’s office team, helping out as needed on projects and coverage.
  • Anticipates the needs of the office and takes action proactively, thinking creatively and strategically, when problem solving.
  • Organizes records and files. Identifies, recommends and initiatives changes in Dean’s office policies and procedures through on-going assessment, analysis and evaluation.
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