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Executive Assistant, Office of the Provost

Employer
Simmons University
Location
Massachusetts, United States
Salary
Salary Not specified
Date posted
Nov 15, 2021


Executive Assistant, Office of the Provost

Main Campus - Boston, MAMain Campus - Boston, MA
R08154

Located in Boston's historic Fenway area, Simmons has a strong tradition of empowering women and challenging traditional gender roles. Simmons University was one of the first higher education institutions to prepare women to become leaders and has evolved to become a university offering a women's undergraduate program and graduate programs open to all.

You're joining our community at an especially exciting time as one of our strategic goals is to become the most inclusive campus in New England. You'll find that people who work here are truly committed to our mission of preparing students to become champions of social justice and leaders in their professions and their communities. This commitment and pride make for a dynamic workplace.

Simmons University is committed to inclusive excellence in all aspects of an individual's community experience. As a university that prioritizes diversity, equity, and inclusion, we encourage applications from all under-represented groups and are focused on inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer.

Job Summary:

The Executive Assistant is an integral part of Academic Affairs at Simmons and must have exceptional customer service skills and thrive in a fast paced environment. The position serves as primary support for Provost and Vice Provost, serves as the principle point of contact for the Office of the Provost; triages visitors concerns; provides routine, confidential, and general administrative support for the Provost's Office; cultivates professional relationships with key administrators, faculty, staff and students; maintains responsibility for multiple projects; prioritizes complex tasks efficiently; trains and supervises student staff; and works well independently.

Essential Functions:

Serve as central point of contact for the office for administrators, students, faculty, staff, alumnae, Trustees and visitors:
  • Appropriately and professionally triage visitors, inquiries, requests, and documents;
  • Draft correspondence of behalf of the Provost;
  • Manage Provost Office email and telephone traffic;
  • Answer general questions from administrators, students, faculty, and staff;
  • Liaise with Faculty Senators on behalf of the Provost;
  • Work with highly confidential information.

Provide superior administrative support:
  • Prepare meeting materials for the Provost, Vice Provost, and others as assigned;
  • Update and manage calendars; triage meeting requests; coordinate meetings;
  • Gather background information as needed for appointments and meetings;
  • Plan and staff events;
  • Book rooms, work with media, catering, facilities, and technology; manage meetings;
  • Book travel and accommodations;
  • Complete administrative projects as directed;
  • Train and supervise student employees;
  • Photocopy, proofread, and maintain electronic and paper files;
  • Maintain parking ticket supply and monthly logs for Provost's direct reports;
  • Other duties as assigned.

Assist with critical academic processes:
  • Prepare and edit correspondence, reports, and presentations;
  • Conduct research as assigned;
  • Manage Honorary Degree Candidate Process;
  • Assist and support Board of Trustee committees and associated meetings;
  • Assist with Tenure and Promotion process and documentation;
  • Assist with Sabbatical process and documentation;
  • Maintain Provost's Office Website;
  • Drafts minutes for Academic Support Council, University Strategy Team and University Leadership Team.


Provide budgetary maintenance for department as directed:
  • Review budget in Workday;
  • Review Credit Card Statements for Provost and Vice Provost;
  • Pay and track invoices;
  • Complete Budget Forms;
  • Review and track University academic memberships.

Qualifications:

Education
  • Bachelor's Degree or equivalent work experience required.


Required Technical Skills
  • Advanced proficiency with MS Office (Word, Excel and PowerPoint);
  • Intermediate proficiency with Adobe Suites;
  • Advanced proficiency with Google suite, including Google Calendar and Drive.


Knowledge, Skills & Abilities
  • 3-5 years of professional experience; administrative or executive assistant experience preferred;
  • Excellent verbal and written communication skills, including editing and proofreading;
  • Exceptional planning and organizational skills;
  • Ability to take initiative and ownership of projects;
  • Demonstrated ability to handle sensitive issues and maintain confidentiality;
  • Ability to work well with culturally diverse populations within an organization;
  • Proven ability to perform duties with a high level of professionalism, flexibility; discretion, judgment, diplomacy, and tact;
  • Ability to multitask, adapt to changing priorities, and meet deadlines;
  • Experience with purchasing and booking travel is a plus;
  • Prior experience in higher education administration is a plus, but not required.


Desired Competencies
  • Communication
  • Time Management
  • Collaboration
  • Personal Effectiveness/Credibility
  • Flexibility/Adaptability


Required Application Materials:
  • Resume
  • Cover Letter


Salary Grade
H06

Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the Application Materials box on page 2 ("My Experience") of this application. Documents can be uploaded individually or as a combined document (e.g. PDF).

Simmons University is committed to inclusive excellence in all aspects of an individual's community experience. As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.


To apply, visit https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Executive-Assistant--Office-of-the-Provost_R08154

Located in Boston’s historic Fenway area, Simmons College is a small, private, non-sectarian College which has educated students for enriching careers and purposeful lives since 1899. Working at Simmons means joining a collaborative, diverse and mission-driven community of educators and professionals.

We prepare students to be leaders for themselves, their communities and the world. Our faculty and staff members lead by example - sharing a commitment to excellence and putting the students first.

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