TalentBurst
TalentBurst | Direct Hire - Senior Executive Assistant MA | boston, ma
TalentBurst, Boston, Massachusetts, United States,
Job - Senior Executive Assistant
Location – Boston, MA
Duration – Full time / Direct Hire
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.
Job Description
- This is a unique and rare opportunity to join a dedicated administrative team supporting the Schools 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 deans 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 deans time and resouces. 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 deans calendar (including maintaing 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 deans expenses and reimbursements and the deans 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 positions 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.
Basic Qualifications:
Bachelors 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: Bachelors 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
- This is a unique and rare opportunity to join a dedicated administrative team supporting the Schools 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 deans 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 deans time and resouces. 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 deans calendar (including maintaing 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 deans expenses and reimbursements and the deans 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 positions 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.
Basic Qualifications:
Bachelors 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: Bachelors 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