Job SummaryThe Executive Assistant will provide organizational and administrative support of a confidential nature to the Office of the Dean. The Executive Assistant will have primary responsibility to the Dean of the Gwen Ifill College of Media, Arts, and Humanities and report to the Director of Operations. 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, exceptional judgment to facilitate collaboration and communication among diverse groups, and the ability to proactively solve problems and/or independently handle issues.This highly visible role is critical to the function and success of the Gwen Ifill College of Media, Arts, and Humanities. The Executive Assistant will serve as the first point of contact for the Dean?s Office 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 College?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 Functions1. Calendar Coordination & Meeting Coordination ? 35%▪ Coordinate both academic and individual calendars for the Dean and Director of Operations, using judgment to prioritize and commit leadership time for meetings, appointments, and travel based on an in-depth understanding of the Office?s priorities and needs;▪ Schedule meetings and arrange conference calls for the Office as well as College-wide faculty meetings;▪ Coordinate meeting logistics including location reservations, catering, and equipment;▪ Prepare meeting materials and presentations;▪ Draft and distribute meeting agendas;▪ Attend meetings and manage meeting minutes as requested by the Dean. 2. Administrative Operations & Projects ? 35%▪ Organize and maintain the workings of the Office of the Dean, including but not limited to processing of invoices, expense reports, and credit card statements; ordering supplies, record, and database maintenance requests and basic bookkeeping;▪ Prepare purchase orders as needed for orders, programs, projects and other College commitments, including faculty, visitor, and speaker reimbursements and honorarium payments and trainings;▪ Coordinate the Dean?s Office events and related programs;▪ Assist with administrative support for faculty searches and annual faculty review processes;▪ Assist with day to day operations needs of the college;▪ Support Ifill College Community events for faculty in collaboration with other University offices (Events Management, Technology, Facilities, Catering, etc.);▪ Execute financial oversight of Dean?s Office event activities including working within an approved budget, forecasting, comparing vendor selections▪ Work on discrete projects, providing project coordination, documentation, and support and other duties as assigned.3. Communications ? 20%▪ Serve as the primary point of contact for the Office of the Dean for internal and external constituencies;▪ Coordinate communications from Office of the Dean to internal and external constituents;▪ Oversee all aspects of the college?s periodic communications (e.g., monthly newsletter) including developing content and management of member list▪ Regularly create and submit department-specific news stories to University communications▪ Responsible for the dissemination of faculty letters and donor acknowledgments;▪ Respond to phone, email, and in-person inquiries in a timely and professional manner. Make autonomous, accurate, and swift judgments, including forwarding questions and requests to other senior staff;▪ Open, sort, and distribute incoming correspondence, including mail, faxes, and email;▪ Draft and/or proofread emails, letters, reports, or other documents.4. Other Duties -- 10%▪ Assist with other duties as assigned by the Dean and Operations Director. 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 online meeting technology using audio, video and shared desktop applications (e.g. Adobe Connect, Zoom, Webex, GoToMeeting, Skype).Knowledge, Skills & Abilities▪ Three to five years of professional experience, administrative or executive assistant experience preferred;▪ Excellent verbal and written communication skills, including editing and proofreading;▪ Exceptional planning and organizational skills;▪ Ability to take initiative and ownership of projects;▪ Ability to work well in a team environment;▪ Demonstrated ability to handle sensitive issues and maintain confidentiality;▪ Ability to work well with culturally diverse populations within an organization;▪ 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;▪ Experience with accounting practices for budgetary responsibilities;▪ Prior experience in higher education administration a plus.Desired Competencies▪ Communication▪ Time Management▪ Collaboration▪ Personal Effectiveness/Credibility/Friendliness▪ Flexibility/Adaptability Required Application Materials: Cover LetterResume Salary GradeH06Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the "Resume/CV" box on page 2 ("My Experience") of this application. Documents can be uploaded individually or as a combined document (e.g. PDF).Simmons University is committed to inclusive excellence in all aspects of an individual?s community experience. As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices?at all levels, for all positions?ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.
Internal Number: 7927
The five educational institutions that make up Colleges of the Fenway view diversity as a key component in the growth of our students' educational experience as well as our ongoing journey as professionals charged with maintaining the world class status of our institutions. By drawing from a wide cultural palette, we ensure that we have access to the full range of talent available. Through our respect for the vast array of backgrounds we create an environment that will help that talent grow. It is within an environment of respect that we are able to build and work toward our goals. Our goal is to create an atmosphere that values mutual respect. All Colleges of the Fenway members have policies and practices designed to safeguard our healthy environment as well as provide the support and access needed to do so. The Colleges of the Fenway are located in the heart of Bostons academic, scientific and cultural communities and is within walking distance from landmarks such as the Museum of Fine Arts, Fenway Park, Symphony Hall and world renowned medical institutions. Jobs at Emmanuel College: http://emmanuel.edu/About_Emmanuel/Employment.htmlJobs at Massachusetts College of Art and Design...: http://www.massart.edu/About_MassArt/Careers.htmlJobs at Massachusetts College of Pharmacy and Health Sciences: http://www.mcphs.edu/about-mcphs/careers-at-mcphsJobs at Simmons College: http://simmons.edu/overview/about/jobs/Jobs at Wentworth Institute of Technology: https://jobs.wit.edu/