Our client, a university based in Boston, is looking for a long-term (6 months) Executive Assistant to one of the Vice Presidents, to provide administrative support, as well as assist on a variety of duties including campaign operations, the Village of Belonging and technology-related tasks and projects.
As the Executive Assistant, you will be responsible for developing effective systems to manage the VP’s administrative needs in collaboration with administrative support within the unit, including calendar management, meeting preparation, document preparation, and conducting research for requested projects.
This is a full-time position (35 hours/week – 8 hours a day with 1 hour for lunch), hybrid position, with 4 days working onsite in Boston and 1 day working remotely.
The Executive Assistant will also oversee budgets and spend under the VP in collaboration with the Advancement Operations team and is responsible for expense reporting and reconciliation as well as summarizing and updating the VP on these budgets. They will collaborate with Alumni Engagement and the Advancement Resources Project Manager in support of Village of Belonging engagement and events.
The Executive Assistant must have the ability to independently manage projects effectively from start to completion. They will compile, format, and analyze data and make observations, identify new trends and best practices, and make recommendations to the VP. They will utilize existing systems and reporting tools (ex. Salesforce, Tableau, Cognos) to execute reports, dashboards, and extracts and learn new systems as they are introduced.
Key Responsibilities
Administrative Support
Manage the VP’s calendar, meeting preparation, document preparation, and conducting research. Track budget and spending, summarizing and updating the VP. Collaborate with Operations team to ensure invoices are paid in a timely manner. Effectively manage projects from start to finish.
Engagement Follow up
Compile, format, analyze data and make observations, identify new trends and best practices, and make recommendations. Utilize existing systems to execute reports, dashboards, and extracts. Learn new systems as they are introduced.
Village of Belonging Coordinating, Engagement and Events Preparation
Invitation follow-up, Event follow-up correspondence and tasks, social media management for the Village of Belonging in collaboration with Project manager and Communications.
Annual Operating Budget – manages (excluding payroll, one-time supplements or temporary expenditures such as capital equipment). Track spending, submitting invoices, reconciling expenses
Skills, Experience, and Requirements
The right candidate will be comfortable with data manipulation, analysis, and reporting and be well-versed in Microsoft Excel. Experience with CRMs, especially Salesforce, is a plus.
The Executive Assistant must interact in a professional manner with colleagues in Advancement, campus partners and alumni, communicating the vision and mission for the Village of Belonging, and providing support when needed by partners.
Bachelor’s degree required with 3-5 years of experience in an office environment.
Candidate must be a mature professional who can produce quality results in a fast-paced environment. Must be able to manage, prioritize, and perform multiple tasks at once with ease and efficiency; a flexible attitude is an asset.
Must be able to collaborate well with others and maintain campus-wide relationships.
The ideal candidate has experience with gathering, analysis, and reporting of data. Must be a self-starter who is highly motivated, can think independently and analytically, is organized, and extremely detail oriented. Must be proactive, anticipate problems, and be resourceful to find workable solutions, and should work well with others at all levels. Ability to evaluate potential changes in process or procedure and embrace changes.
The right individual has direct experience in information management and possesses strong written and verbal skills. Experience with managing databases is essential as is a strong working knowledge of Excel. Willingness to learn new skills and technologies. Experience with CRMs, especially Salesforce, a plus.