Motion Recruitment is hiring: Senior Executive Assistant in Boston

Job Summary :

The overarching mission of the T.H. Chan School of Public Health is to advance the public’s health through learning, discovery, and communication. To pursue this mission, the School produces knowledge through research, reproduces knowledge through higher education, and translates knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations. To accomplish these bold goals, the Dean’s Office (“DO”) works to support, strengthen, and champion the efforts of the School’s faculty, students, and staff.

This is a unique and rare opportunity to join a dedicated administrative team supporting the School's new dean of the faculty. The EA will have a key role in establishing new workflows for supporting the priorities of the dean and the DO, and contributing to the mission of improving the lives and health of people everywhere.

Being the direct support to the dean of the faculty and reporting to the chief of staff, the successful candidate will be a collaborative, self-directed individual who demonstrates a solutions-oriented approach, anticipating and resolving problems with the utmost discretion and professionalism to ensure the dean's day-to-day affairs are conducted smoothly. Acting as the first point of contact for access to the dean, the Senior EA must have impeccable diplomacy and customer service skills to manage demanding priorities from varying constituencies, both internal and external. They must also have an ongoing attention to minute detail and high-level oversight of shifting priorities in order to effectively manage the dean's time and resources. The successful candidate will bring an positive, problem-solving mindset to the position. The Senior EA is part of the administrative team in the DO, who collectively support each other and actively work toward cultivating a culture of inclusion and belonging.

Position Description:

Duties and responsibilities include, but are not limited to, the following:

Administrative point of contact/access to the dean: manages calls and emails (reviews, assesses, responds/reroutes, monitors follow up items to completion); fields walk-ins and creates a welcoming environment for all constituents; develops and maintains a general knowledge of the School.

Schedule management: proactively handles the day-to-day activities of the dean and highly complex management of the dean's calendar (including maintain and analyzing metrics/data on how dean uses their time), resolves scheduling conflicts and regularly communicating updates to relevant stakeholders; facilitates agenda-setting including gathering briefing materials, bios, and other prep materials

Travel management: arranges domestic/international flights, hotels, ground transportation, visas, itineraries, and other logistical planning

Drafts, edits, and proofs brief correspondence and helps maintain archival records

Reconciles dean’s expenses and reimbursements and the dean’s corporate card

Anticipates the needs of the dean and acts proactively, strategically, and in symmetry with the DO staff

Works with the Associate Director of Strategic Projects and the Senior Administrative Coordinator to organize and implement administrative systems and procedures to promote efficiency gains; maximizes the use of available technology and applications

This position's responsibilities also include varied projects and tasks arising out of shifting demands that cannot always be foreseen. As such, they will perform other duties as required

A desire to bring order, initiative, and collaboration are essential.

The primary work location for this position is Boston, MA. Due to the nature of this position, directly supporting the dean of the faculty, this is primarily an onsite position and will incur occasional overtime with advanced notice. Additional detail pertaining to this position will be discussed during the interview process.

Basic Qualifications:

Bachelor's Degree or equivalent experience is required

5+ years of experience working with and supporting senior/executive level leaders or related experience; a combination of education and experience may be considered

Experience with calendar management of senior/executive leaders is required

Additional Qualifications and Skills:

The following job-specific skills and competencies are preferred:

Bachelor's degree strongly preferred

Ten (10) plus years of progressively responsible administrative experience strongly preferred

Experience with an academic environment

Familiarity with systems, policies, and procedures

Advanced fluency with Microsoft Office Suite of programs inclusive of Outlook and collaboration programs (e.g., Zoom, Teams, SharePoint), required

Proven task management and organizational skills

Aptitude for learning new systems quickly

Excellent written, verbal and interpersonal communication skills

Aptitude for preemptive, creative problem solving

Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information

Proven customer service skills with a empathic, ready-to-adapt mindset