Job Details

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Simmons University
  • Position Number: 1312913
  • Location: Boston, MA
  • Position Type: Secretary and Administrative Assistants


Executive Assistant to the Division Directors

Main Campus - Boston, MA
R05312

The Executive Assistant will provide organizational and administrative support of a confidential nature to Division Directors at Simmons University's College of Organizational, Computational, and Information Sciences (COCIS). The Executive Assistant will anticipate the needs of the academic leaders and proactively solve problems and/or independently handle issues. The Executive Assistant will act as liaison with internal colleagues and external partners while promoting a culture of inclusion and responsiveness through customer-centric support. This position requires keen interpersonal skills and exceptional judgment to facilitate collaboration and communication among diverse groups.

This highly visible role is critical to the function and success of three academic units at Simmons: the School of Library and Information Science; undergraduate and graduate Business/Management programs, and undergraduate Mathematical and Computer Sciences. The Executive Assistant will serve as the first point of contact for all inquiries and will support both academic and individual calendar coordination, event and meeting preparation, data maintenance, and routine day-to-day operations.

The ideal candidate will: maintain a strong customer focus, foster mutual respect, support Simmons University's commitment to diversity, practice and promote teamwork, perform independently, maintain confidentiality, adhere to high standards of personal conduct, and maintain and enhance professional/job competency.

Essential Functions

Calendar & Meeting Coordination - 45%
  • Maintain both academic and individual calendars of Division Directors, using judgment to prioritize and commit leadership time for meetings, appointments and travel based on an in-depth understanding of the Directors' priorities and needs;
  • Schedule division committee/faculty meetings (based on University-wide calendar) and arrange conference calls;
  • Coordinate meeting logistics including location reservations, catering and equipment;
  • Serve as point of contact for event planning (work with events coordinator)
  • Prepare meeting materials and presentations.

Administrative Operations & Projects - 30%
  • Organize and maintain the work of the Divisions, including but not limited to processing of invoices, expense reports, and credit card statements; ordering supplies, record and database maintenance requests;
  • Monthly reconciliation of Division Director expense reports in Workday;
  • Collaborate, cross-train and provide back-up coverage to the Executive Assistant to the Dean;
  • Work with Directors and support Dean's Office to initiate faculty searches, program reviews, and tenure processes;
  • Maintain and order supplies for faculty across the college
  • Support other academic operational activities, which may include support of analysis and/or reporting of faculty and student data; assisting in reporting to external entities, including accreditation, licensure, and certification; and others;
  • Work on discrete projects, providing project coordination, documentation, and support and other duties as assigned;
  • Learn and maintain electronic systems as required of academic divisions or financial systems; may assist Directors with technology requirements;
  • Collaborate with faculty administrative support team, Dean's Director of Operations and Operations Specialist to support effective and efficient operations of the college;
  • Assist with other duties as assigned by the Director of Operations and/or Dean.

Communications - 25%
  • Serve as the primary point of contact for the Division Directors for internal and external constituencies;
  • Coordinate communications from the Division Directors to internal and external constituents;
  • Respond to phone, email, and in-person inquiries in a timely and professional manner. Make autonomous, accurate and swift judgement, including forwarding questions and requests to other senior staff;
  • Open, sort and distribute incoming correspondence, including mail, faxes and email;
  • May draft and/or proofread emails, letters, reports or other documents;
  • Maintain COCIS electronic directory.

Education
  • Bachelor's Degree or equivalent work experience required.

Required Technical Skills
  • Advanced proficiency with MS Office (Word, Excel and PowerPoint);
  • Intermediate proficiency with Adobe Suites
  • Experience with Workday preferred.

Knowledge, Skills & Abilities
  • Three to five years of experience in an administrative support position with project coordination and high-level client contact;
  • Excellent verbal and written communication skills, including editing and proofreading;
  • Exceptional planning and organizational skills;
  • Ability to take initiative and ownership of projects;
  • Demonstrated ability to handle sensitive issues and maintain confidentiality;
  • Proven ability to perform duties with a high level of professionalism, flexibility; discretion, judgment, diplomacy and tact;
  • Ability to multi-task, adapt to changing priorities, and meet deadlines;
  • Prior experience in higher education administration preferred.

Instructions to Applicants: Please submit a resume and cover letter in the Resume/CV section of your application.

As a University committed to diversity, Simmons encourages applications broadly. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body and curriculum.


To apply, visit https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Executive-Assistant-to-the-Division-Directors_R05312

Located in Bostons historic Fenway area, Simmons College is a small, private, non-sectarian College which has educated students for enriching careers and purposeful lives since 1899. Working at Simmons means joining a collaborative, diverse and mission-driven community of educators and professionals.

We prepare students to be leaders for themselves, their communities and the world. Our faculty and staff members lead by example - sharing a commitment to excellence and putting the students first.