Executive Assistant

Primary Work Location:

One Beacon Street, Boston, MA

Job Summary:

The role of the Executive Assistant is to provide administrative support to the University President. The incumbent will perform a variety of professional and administrative duties that support the President in his day-to-day activities and responsibilities. The Executive Assistant will provide a high level of support with highly confidential materials and will be required to exercise independent judgment and action. This role will foster excellent working relationships with leadership and colleagues throughout the University of Massachusetts system and outside constituents.

Essential Functions:

• Provides a wide range of complex office administration and support to the University President.
• Maintains appointments, travel arrangements, expense reports and calendars for the University President.
• In support of the President, coordinates the receipt and review of invitations, requests for speaking engagements, and attendance at events and meetings.
• Tracks all invitations and requests for phone calls, meetings, speaking engagements and all activities that would impact the President's schedule.
• Coordinates the flow of business in a busy, high volume Executive Office on behalf of the University President.
• Management of a complex and substantial workload while also driving delegated projects and tasks to completion, often with minimal supervision or direction in a fast-paced environment.
• Provides logistical support including organizing meetings and preparing for meetings and managing projects.
• Provides status reports and responds to requests for information and data in an efficient manner.
• Acts as a resource to interested persons to answer questions about the Executive Office.
• Completes research projects as required; analyzes and assembles data for report preparation and presentation by senior management.
• Represents the University President as appropriate with external and internal contacts.
• Responds to phone calls, emails, mail and messages while maintaining diplomacy and confidentiality at all times.
• Conducts appropriate research on all inquiries to ensure all responses have complete and appropriate information.
• Prepares memos, documents and correspondence as requested; reviews, assesses, routes, answers and initiates follow up actions as appropriate.
• Coordinates meetings and events for the University President, which may include catering, travel, registration, meeting rooms, audiovisual equipment, etc.
• Perform general office duties, such as ordering supplies, maintaining records and databases, paying invoices and other administrative tasks as required.
• Maintains a high standard of professionalism and attention to detail while maintaining a very strong sense of confidentiality.

Other Functions:

• Perform other responsibilities as assigned

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience):

• Bachelor's Degree and a minimum of five years progressively responsible administrative experience or equivalent experience with proven office administration and customer service skills.
• Demonstrated computer proficiency with Microsoft Office software (Word, PowerPoint, Excel).
• Excellent communication skills, including verbal and written.
• Excellent organizational skills.
• Excellent interpersonal skills with demonstrated ability to work effectively with all members of an organization and outside constituents across a variety of projects.
• Working knowledge of office processes and policy.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience):

• Master's degree.
• Experience in a higher educational institution.

Working Conditions:

• Typical office environment.
• May require travel to events to assist the President with activities.
• Must be able to travel occasionally to all UMass campuses and the Boston office.
• May require occasional hours on nights and weekends.

Additional Details:

Salary commensurate with experience up to $75,000.