Job Description:
The Executive Assistant (EA) provides executive-level administrative support to the Senior Vice President (SVP) for Community, Campus Culture, and Climate (4C) at Berklee. The EA performs a broad range of administrative duties and project-based work to support the SVP in advancing critical institutional priorities related to building community and fostering a campus culture and climate of diversity, equity, inclusion, and belonging. This role requires excellent organizational, communication, and interpersonal skills, as well as emotional intelligence, cultural sensitivity, a positive and tenacious attitude, meticulous attention to detail to ensure accuracy and quality, and the ability to work in a fast-paced environment with poise. The EA oversees the administrative operations for the Office of 4C including managing the divisional budget. Additionally, this individual plays a pivotal role in helping the SVP and 4C team foster partnerships and collaborations across the institution by embodying the core values of the Berklee community, which include: respect, integrity, courage, responsibility, and care.
Principal Duties And Responsibilities
Provide executive administrative support to the Senior Vice President for Community, Campus Culture, and Climate. Proactively bring to the SVP’s attention information and issues relevant to supporting the SVP in advancing and achieving institutional goals, as well as effectively responding to emerging issues while maintaining the highest level of professionalism and confidentiality.
Work in strong collaboration with the 4C Senior Advisor/Senior Project Manager to ensure accurate, pro-active communication and information sharing throughout the division and beyond.
Triages and responds to inquiries that are brought to the 4C Office. Duties include reception functions (e.g., receiving visitors) and screening and routing telephone calls/emails to the appropriate persons.
Evaluate incoming communications and compile information needed for an appropriate response. Assist the SVP in drafting memos, letters, and correspondence for final review and signature. As requested, provide a first draft of replies, memos, and correspondences.
Manage the SVP’s schedule in a thoughtful manner, providing time for adequate preparation.
Manage general administrative office operations including overseeing incoming and outgoing mail, answering the main phone line for the Office of SVP, managing the 4C email account, and receiving visitors.
Provide coordination and support with management of the office’s and division’s budget with the SVP and budget liaisons across the division, including the annual budget process, funding requests, quarterly projections, ongoing resource analysis, reconciling purchases for office of SVP, invoices, and expense reports.
Support the SVP and work closely with the Senior Advisor for tasks related to meeting preparation and follow up including: preparing agendas, taking minutes, noting action and follow up items, creating presentations (slide decks), and securing materials for the SVP’s review in advance of scheduled meetings.
Manage all logistical and administrative aspects of the SVP’s travel.
Support event/meeting/program planning including scheduling/inviting participants, space set up, and monitoring the event to ensure smooth execution.
Organize and maintain office/4C documents, files, reports, and records in electronic and hard copy formats. Update and streamline materials on an ongoing basis.
Develop strategies regarding 4C administrative functions, procedures, priorities, and protocols as appropriate.
Potential opportunity to supervise a receptionist and/or project assistant.
Occasional evening or weekend work in support of the SVP or division may be needed, particularly for programs and events.
Other duties as assigned.
Required Skills
Excellent organizational, interpersonal, and communication (written and verbal) skills including editing and proofreading.
Meticulous attention to detail to ensure a high level of accuracy and quality of work.
Ability to work independently on projects and assignments from conception to completion, and manage multiple tasks with differing timelines and deadlines.
Ability to effectively function under periods of pressure due to critical incidents, deadlines, and sensitive matters, as well as prioritize and manage multiple responsibilities effectively, as well as adapt when priorities shift. Ability to handle sensitive and confidential information in a highly professional, discrete, and diplomatic manner.
Experience in fostering trust and collaboration by handling sensitive and confidential information with discretion and professionalism.
Ability to build and maintain strong cross-functional relationships and collaborate well with others on the 4C team and across the institution.
Effectively communicate and engage with stakeholders and constituencies from diverse backgrounds, identities, and at all levels throughout the institution with respect, care, and poise.
Strong problem-solving skills and an ability and willingness to seek and implement efficiencies and improvements in office/divisional administrative functions and workflows.
Demonstrated proficiency with Microsoft Office Suite and fluency with Mac and Apple products, database management, project management tools and applications (e.g., Asana, Adobe Pro, Keynote, and Prezi).
Excellent judgment and demonstrated capacity to develop & maintain effective working relationships with individuals & organizations reflecting a broad range of identities, perspectives & experiences.
Strong interest in and demonstrated commitment to diversity, equity, inclusion, and belonging.
The EA not only manages administrative tasks and projects effectively, but works proactively with the SVP and the leadership team across the Division in proactively anticipating and resolving emerging issues related to community, campus culture, and climate.
Required Experience
Bachelor’s degree strongly preferred
Minimum of 5 - 8 years experience supporting executive level individuals in a professional office environment
Supervisory experience preferred
Proven experience working efficiently and effectively in a fast-paced setting
This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.
Diversity, Equity, Inclusion & Equal Employment Opportunity at Berklee:
We support an inclusive workplace where everyone excels based on personal merit, qualifications, experience, ability, and job performance. Berklee affirms that inequality is detrimental to our faculty, staff, students, and the communities we serve. Our goal is to make lasting change through our actions. Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race, color, religion, ancestry, age, national origin, place of birth, gender, sexual orientation, gender identity or expression, disability, genetic information, or status as a member of the armed forces or veteran of the armed forces, or any other category protected by federal, state, or local law.
As part of this commitment, Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Team at hroperations@Berklee.edu or call 617-747-2375.
Berklee is committed to increasing the diversity of our institution, community, and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.
*Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.*
Employee Type:
Staff
