Category: Admin/HR/Accounting/Finance

Employment Type: Direct Hire

Reference: BH-371994

Senior Executive Assistant needed for a direct hire opportunity with our higher education client located in Boston, MA.
Job Details
Location: Boston, MA 02115
Schedule: 4x per week onsite. (1 day remote)
Salary: $40-50 per hr.
Interview Process: Expected three rounds.
Required : Candidates must include a cover letter for consideration.
Overview
The overarching mission of the school 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.
Ideal Candidate:

• Collaborative, a seasoned generalist who demonstrates solutions-oriented tasks.
• Solves problems with discretion and professional to ensure the dean's day to day affairs are conducted efficiently.
• Aptitude for learning new systems quickly.
• Excellent oral and written communication.
• Organizational skills, heavy Scheduling (international, local travel)
• Works well under pressure and ability to adjust to ever changing needs/priorities.
• Proven customer service skills with a empathic, ready-to-adapt mindset.
• Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information.

• 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.
• Understanding tech tools is needed, heavy use of apps and technologies.
• Proficiency in Outlook, teams, SharePoint, and Concur.
• Overall tech/IT literacy must be advanced.

• This role reports to the dean of the faculty and reporting to the director of administration.
• Acting as the first point of contact for access to the dean, the Senior EA must have impeccable diplomacy, communication, and customer service skills to manage demanding priorities from varying constituencies, both internal and external.
• The Senior EA is a key part of an administrative team who collectively support each other and actively cultivate a culture of inclusion and belonging. Candidate is highly visible and interacts with many internal and external VIPs on behalf of the dean.
• 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 maintaining 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 the dean's expenses/corporate card and reimbursements.
• Anticipates the needs of the dean and acts proactively, strategically, and in symmetry with the DO staff. Works with the Director of Administration 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 along with a sense of patience and good humor are essential.

• Experience in an academic environment
• Familiarity with systems, policies, and procedures
• Advanced fluency with Microsoft Office Suite of programs and collaboration programs (e.g., Zoom, Teams, SharePoint).

• Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments.
• Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion.
• Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity.

• Paid Time Off : 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare : Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness : Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement : University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Extension School and reduced tuition through other participating graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the University Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• University Facilities Access, Discounts and Perks: Access to University athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.