Executive Assistant, University Advancement job in Waltham

Executive Assistant, University Advancement

locations
Waltham, MA
time type
Full time

job requisition id
R0004287
Job Description Summary

This position provides complex and extensive administrative and professional support to the Vice President, University Advancement (VPUA) and other members of the University Advancement Leadership team as needed. The incumbent manages business operations and facilitates workflow for the VPUA. This person manages access to the executive; develops systems and procedures to manage special projects, reports, and presentation materials and facilitates activities for highly visible meetings or events.
Essential Duties

Administrative Management: Serve as point of contact for executive directing calls and visitors as needed. Uses discretion to make inquiries and assessments to resolve or expedite matters. Performs extensive calendar and travel management for executive. Manage workflow of special projects.
Communications: Compose and edit correspondence, manage distribution of communication material, research and compile material for meetings, may attend meetings and take and distribute minutes. Serve as ambassador for the executive. Interacts with alumni, parents, and friends to confirm meeting logistics, handles follow up items from meetings, and serves as point of contact for VPUA while away from the office on university business.
Data Management: Maintain electronic files; compose and enter notes from VPUA visits with alumni and other constituents. Handle follow up tasks from internal and external meetings.
Program Management: Arrange meetings and events. Compile meeting information and RSVPs and operate as liaison with internal departments to arrange room sites, etc. to minimize executive’s involvement.
Financial Management: Manage department budget(s), order supplies, monitor expenses and prepare expense reports.
May hire, train, track hours, and supervise student, temporary or administrative workers.
Minimum Qualifications

Minimum of a Bachelor’s degree plus 3+ years of progressively responsible executive assistance experience OR an Associate’s degree plus 5+ years of progressively responsible executive assistance/administrative experience.
Advanced mastery of MS Office and prior enterprise-wide systems experience may be required.
Demonstrated ability to interact with individuals at all levels with poise and diplomacy; ability to triage and set priorities, perform multiple tasks simultaneously, maintain confidentiality of sensitive and confidential information, meet tight deadlines, and work under pressure.
Demonstrated ability to take initiative, organize, prioritize and manage conflicting goals and agendas. Dedicated team player with strong customer service orientation.
Strong written and verbal communications skills.
Work Environment

Normal office environment.
Regular use of a computer keyboard and mouse. High volume of work and need for accuracy can be stressful.
Must be flexible to work additional hours as needed.
Potential for hybrid schedule. Please see the university’s Flexible Work Arrangements policy to learn more about Bentley’s workplace flexibility- https://www.bentley.edu/offices/human-resources/workplace-flexibility.
Bentley University requires references checks and may conduct other pre-employment screening.

DIVERSITY STATEMENT

Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.

Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.