Executive Assistant to Provost Job at Cleveland Institute of Music.. in Clevelan

Job Summary

In alignment with the Cleveland Institute of Music’s Mission, Vision and Institutional Learning Goals, the Executive Assistant to the Executive Vice President & Provost (EA) provides management and operational oversight of the Office of the Provost via planning, scheduling, communication, and meeting logistics; produces key institutional events; ensures compliance with key Academic Enterprise deliverables; and provides supplemental support to the Office of the President. Combining a thorough knowledge of the Institute’s people, policies, and practices with an understanding of CIM’s role within the community, the EA often operates independently in supporting the Executive Vice President & Provost (Provost) with proactive administrative support that allows the Provost to operate strategically and efficiently while building bridges between and among the Provost and members of the President’s Council; Provost’s Council; faculty, students, administrators, and trustees; and CIM’s partners. By contributing to a culture of accountability and responsiveness, fostering a collaborative environment, and building internal and external relationships, the EA helps bring to life CIM’s mission to empower the world’s most talented classical music students to fulfill their dreams and potential.

Primary Duties and Responsibilities

• Provide administrative support to the Provost and manage the Office of the Provost:
  • Manage Provost’s calendar, appointments, meetings and travel.
  • Coordinate event/meeting logistics: invites, setup, technology, catering, teardown.
  • Engage with students, alumni, faculty, staff, trustees, and the public on behalf of the Provost by reviewing, prioritizing, and responding to inquiries and concerns.
  • Present a positive public image of CIM for guests, visitors and external partners.
  • Monitor assigned budgets and prepare and submit accounting and expense reports.
  • Draft communications and ensure consistent messaging from the Provost.
  • Provide and prepare research, reports, data, analysis, and presentations.
  • Organize, store and make accessible accurate records and files.
  • Otherwise support the Provost as they remain focused on the day’s priorities.
• Staff assigned committees and meetings and take minutes, including Provost’s Council, Academic Affairs Committee, and All-Employee Meetings.
• Project manage and execute major events, including Convocations and Commencement.
• Coordinate communication among academic leadership, Academic Enterprise staff, and faculty to ensure a cohesive approach to all functions supervised by the Provost.
• Manage programming, budgeting, and travel arrangements for guest artists, speakers and consultants, as well as other assigned initiatives of the Office of the Provost.
• Collaborate with and provide backup as needed to the Senior Executive Assistant to the President & CEO to ensure alignment between the President’s and Provost’s offices.
• Liaise with the Office of People and Culture to ensure alignment for employee-facing communications and programming led or co-led by the Office of the Provost and provide front desk support to the VP of People and Culture in the shared office suite.
• Contribute to CIM and the Office of the Provost by performing other duties as assigned.

Education, Experience and Qualifications

• Bachelor’s degree preferred. Demonstrated significant and relevant professional experience accepted in lieu of degree.
• At least five years of increasingly responsible administrative experience required, with a preference for having worked as an assistant to a person in an executive role.
• Experience in a higher education institution and/or non-profit arts organization preferred.
• Excellent verbal, written, and communication skills are required – including precise command of grammar and spelling - as well as ability to interact effectively and diplomatically with a wide range of constituencies.
• Able to work independently, solve problems, and make substantive decisions quickly and in an environment with competing deadlines.
• Reliable organizational skills, attention to detail and ability to meet deadlines consistently.
• Proficiency with word processing, spreadsheets, and presentation software and meeting/conference software and technology.

Job Competencies

• Interpersonal Skills - Builds strong relationships, is flexible/adaptable, works well with others, solicits feedback.
• Problem Solving - Strives to understand contributing factors, works to resolves complex situations.
• Project Management - Monitors status of projects, thoroughly deals with project details, holds project owners accountable, delivers clear, accurate depiction of status.
• Productivity - Manges workload, works efficiently, meets goals and objectives.

Personal Attributes

• Love for music and the arts along with a passion for helping young people thrive.
• Collaborative and team oriented.
• Quick study with a bias towards action and an ability to overcome obstacles.
• Driven by an internal sense of urgency and will to succeed.
• Comfortable working with a diversity of people and personalities.
• Focused on exceptional internal and external customer service.
• Humility, commitment to service, optimism and a sense of humor.
• Derives satisfaction from helping others achieve their goals.
• Ability to maintain discretion and confidentiality handling sensitive information.
• Committed to contributing to an equitable and inclusive work and learning environment.

Working Conditions/Physical Requirements

• Most of the work will take place in an office with heavy phone and PC usage.
• Some evening and weekend work is required.

Direct Reports