Executive Assistant

Executive Assistant

02 Mar 2024
Massachusetts, Boston, 02108 Boston USA

Executive Assistant

Berklee: EA (A1363525AB)Our client, a college located in Boston, is seeking an Executive Assistant. This is a temporary opportunity and can compensate up to $33/hr. depending on experience. Qualified candidates are encouraged to apply today for immediate consideration!Principal Duties and ResponsibilitiesProvide executive administrative support to the Senior Vice President for Community, Campus Culture, and Climate. Proactively bring to the SVP's attention information and issues relevant to supporting the SVP in advancing and achieving institutional goals, as well as effectively responding to emerging issues while maintaining the highest level of professionalism and confidentiality.Work in strong collaboration with the 4C Senior Advisor/Senior Project Manager to ensure accurate, pro-active communication and information sharing throughout the division and beyond.Triages and responds to inquiries that are brought to the 4C Office. Duties include reception functions (e.g., receiving visitors) and screening and routing telephone calls/emails to the appropriate persons.Evaluate incoming communications and compile information needed for an appropriate response. Assist the SVP in drafting memos, letters, and correspondence for final review and signature. As requested, provide a first draft of replies, memos, and correspondences. Manage the SVP's schedule in a thoughtful manner, providing time for adequate preparation.Manage general administrative office operations including overseeing incoming and outgoing mail, answering the main phone line for the Office of SVP, managing the 4C email account, and receiving visitors. Provide coordination and support with management of the office's and division's budget with the SVP and budget liaisons across the division, including the annual budget process, funding requests, quarterly projections, ongoing resource analysis, reconciling purchases for office of SVP, invoices, and expense reports. Support the SVP and work closely with the Senior Advisor for tasks related to meeting preparation and follow up including preparing agendas, taking minutes, noting action and follow up items, creating presentations (slide decks), and securing materials for the SVP's review in advance of scheduled meetings.Manage all logistical and administrative aspects of the SVP's travel.Support event/meeting/program planning including scheduling/inviting participants, space set up, and monitoring the event to ensure smooth execution. Organize and maintain office/4C documents, files, reports, and records in electronic and hard copy formats. Update and streamline materials on an ongoing basis.Develop strategies regarding 4C administrative functions, procedures, priorities, and protocols as appropriate.Potential opportunity to supervise a receptionist and/or project assistant.Occasional evening or weekend work in support of the SVP or division may be needed, particularly for programs and events. Other duties as assigned.Required SkillsExcellent organizational, interpersonal, and communication (written and verbal) skills including editing and proofreading. Meticulous attention to detail to ensure a high level of accuracy and quality of work.Ability to work independently on projects and assignments from conception to completion and manage multiple tasks with differing timelines and deadlines. Ability to effectively function under periods of pressure due to critical incidents, deadlines, and sensitive matters, as well as prioritize and manage multiple responsibilities effectively, as well as adapt when priorities shift. Ability to handle sensitive and confidential information in a highly professional, discrete, and diplomatic manner.Experience in fostering trust and collaboration by handling sensitive and confidential information with discretion and professionalism. Ability to build and maintain strong cross-functional relationships and collaborate well with others on the 4C team and across the institution. Effectively communicate and engage with stakeholders and constituencies from diverse backgrounds, identities, and at all levels throughout the institution with respect, care, and poise.Strong problem-solving skills and an ability and willingness to seek and implement efficiencies and improvements in office/divisional administrative functions and workflows. Demonstrated proficiency with Microsoft Office Suite and fluency with Mac and Apple products, database management, project management tools and applications (e.g., Asana, Adobe Pro, Keynote, and Prezi).Excellent judgment and demonstrated capacity to develop & maintain effective working relationships with individuals & organizations reflecting a broad range of identities, perspectives & experiences.Strong interest in and demonstrated commitment to diversity, equity, inclusion, and belonging.Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com.We look forward to working with you.Beacon Hill. Employing the Future (TM)

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