Berklee College of Music

Executive Assistant

Posted 14 Days Ago

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Boston, MA

Mid level

Edtech • Music

The Role

The Executive Assistant provides senior-level support to the SVP of Communications and Marketing, managing their calendar, communications, and office operations. Key responsibilities include project management, meeting coordination, travel arrangements, and budget tracking, requiring strong organizational, interpersonal, and communication skills.

Summary Generated by Built In

Job Description:

The Executive Assistant provides direct senior level executive support for the Office of the Senior Vice President (SVP) for the Communications and Marketing (C&M) Division. This role is an essential partner that drives organization, preparation, and prioritization for the SVP working to advance executive-level strategic and operational priorities for the SVP and reports to the Director of Business Operations and Project Management Office (DBO/PMO). Exceptional organizational, interpersonal, communication, and project management skills are essential to effectively managing the day-to-day operations of the SVP, including front-line office management, project planning, calendar management, and meeting preparation.

MINIMUM JOB QUALIFICATIONS:

A minimum of 3-5 years of previous senior executive level administrative experience, preferably in a college or university setting.
Clear, proactive, and consistent communication.
A self-starter with a strong work ethic and commitment to high quality outcomes.
Produces polished and edited deliverables.
Superb organizational and project management skills; ability to manage multiple projects simultaneously in a fast-paced environment.
Keen attention to detail and accuracy.
Exceptional writing and presentation skills for reports, correspondence, and meeting minutes.
Strong interpersonal skills, ability to work in a diverse community.
Embeds inclusive practices across all areas of work.
Excellent judgment and decision-making including handling high level, confidential matters.
Experience in Google Suite: slides, docs, sheets, etc; Apple products, Keynote; Microsoft word, excel, power point; and project management tool(s).

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES:

Manages the SVP's time and calendar, exercising considerable discretion and judgment to prioritize obligations and ensuring full and advanced preparation.
Provides frontline services managing front desk, phones, emails as first point of contact. Staffs office in person, with the opportunity to work remotely on Fridays.
Manages all office operations, including printers, printing, maintains organization, purchasing, ordering and stocking of supplies.
Point of contact for meeting and event operations, including technology set up, attendance monitoring, ordering and acquiring of food/other supplies for meetings or events.
Balance independent work while effectively communicating project status and flow.
Manages all purchasing responsibilities for office, including purchasing, acting as delegate to reconcile PCARD and T&E card for the SVP and DBO/PMO, liaison to the finance and budget office on all contracting matters.
Tracks office budget, maintains up to date records of transactions, projections for annual budget, and routine updates on tracking to the DBO/PMO, and quarterly executive summary reports on tracking for the SVP.
As directed by DBO/PMO, staffs executive-level meetings and committees led by the SVP including agenda preparation, presentation materials, minute taking, timeline development, and action items.
Provides executive level support on all correspondence and communication.
Coordinates domestic and international travel arrangements and itineraries.
Manages all aspects of meeting, event, and planning and logistics.
Support DBO/PMO in the editing of documents, spreadsheets and presentations.
Assist in the preparation of regularly scheduled reports
Provide support to visitors
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
Write letters and emails on behalf of SVP as needed
Receive, sort and distribute the mail
Other responsibilities and projects as assigned.

SPECIAL WORKING CONDITIONS, PHYSICAL REQUIREMENTS, ETC.

Some evening and weekend hours may be required depending on the nature and cycles of the work.
Active and timely monitoring of email correspondence (including weeknights and weekends).

SUPERVISORY RESPONSIBILITIES: No supervisory responsibilities of staff.

WORK ENVIRONMENT: Work is performed indoors and primarily in an office setting. The noise level is usually low to moderate. While performing the duties of this position, the employee may be required to lift lightweight objects. Employee will need to travel outdoors within a 2 mile radius.

SPECIAL WORKING CONDITIONS, PHYSICAL REQUIREMENTS, ETC. (Responsible for on-call, 24 HR. coverage, etc.): Some evening and weekend hours may be required depending on the nature and cycles of the work. Required to staff signature events such as Commencement (May), or others as directed by the SVP. Active and timely monitoring of email correspondence (including weeknights and weekends).

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

Diversity, Equity, Inclusion & Equal Employment Opportunity at Berklee:

We support an inclusive workplace where everyone excels based on personal merit, qualifications, experience, ability, and job performance. Berklee affirms that inequality is detrimental to our faculty, staff, students, and the communities we serve. Our goal is to make lasting change through our actions. Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race, color, religion, ancestry, age, national origin, place of birth, gender, sexual orientation, gender identity or expression, disability, genetic information, or status as a member of the armed forces or veteran of the armed forces, or any other category protected by federal, state, or local law.

As part of this commitment, Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Team at [email protected] or call 617-747-2375.

Berklee is committed to increasing the diversity of our institution, community, and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

*Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.*

Employee Type:Staff