The Executive Administrator reports directly to the Senior Vice President, Communications & External Relations of Brandeis University. S/he oversees the SVP’s work flow, including critical projects, prioritizes and organizes his calendar and travel, and acts as a bridge of communication with all internal and external constituencies. S/he will often be the ambassador for the SVP and the University to its most important contacts, including external media. The Executive Administrator must have excellent written and verbal communication skills, outstanding administrative and organizational skills, and a strong ability to effectively and appropriately weigh and prioritize competing demands in a fast-paced, sometimes high-pressure environment. Independently and expeditiously resolves problems that may not require the SVP's input; plans, facilitates, supports, and/or coordinates activities for highly visible events and/or meetings. Creates and manages SVP's contact network, and plans high profile events. Manages and assists with the SVP's administrative responsibilities and creates and manages the organizational filing system. Act as office manager for the President’s Office – conduct inventory and orders supplies. Assists with the management of the office budget. Maintains the highest level of confidentiality and diplomacy in all matters.
Manages access to the SVP’s time and updates and manages the SVP’s calendar. This is a critical "gatekeeper" and "gateway" role that will require sophisticated judgment and discretion and a deep understanding of the SVP’s and University’s priorities within the appropriate context. It will also require coordination and negotiation with numerous other stakeholders within the campus community. "Triages" demands on the SVP's time, determining which issues may be referred to other staff, and which require immediate attention of the SVP; independently resolves problems that may not require the SVP's input.
Creates and manages the SVP’s contact management and collaborates to plan appropriate outreach and engagement to build, maintain and nurture key relationships amidst a dynamic and demanding set of responsibilities. Plans, facilitates, supports, and/or coordinates activities for highly visible events and/or meetings. Ensures that subsequent follow up activities are effectively coordinated externally and across the University. Act as office manager for the President’s Office – conduct inventory and orders supplies. Assists with management of the office budget.
Manages and creates the SVP's correspondence; drafts letters and communications on his/her behalf for a broad range of audiences. Prepares presentations; gathers, analyzes and organizes requisite data.
Manages the SVP's travel. Prepares detailed travel plans, itineraries and agendas, making all travel bookings as needed and ensuring in advance that the SVP has all of the information and documents needed for successful trips.
Manages and/or assists with managing the SVP’s administrative responsibilities, including expense reports and any other reporting obligations for the University or government. Monitors discretionary and operating budgets. Creates and maintains systems and routines that support and facilitate the SVP's time management, workload and office workflow. Creates and maintains the SVP’s organizational filing system, both electronic and paper-based, to capture, use and optimize requisite information.
Bachelor’s degree in related field preferred, 5-8 years total work-related experience required. Fully understands the importance of confidentiality. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
•Extremely strong interpersonal skills and ability to build and maintain strong relationships within a diverse community.
•Strong detail orientation and strong organizational skills.
•Strong project-planning and time management skills; ability to prioritize and perform multiple tasks efficiently and with appropriate prioritization.
•Sound judgment - ability to make many decisions quickly, with limited information, and a good sense for prioritizing.
•Excellent written and verbal communication skills.
•Emotional maturity that enables handling potentially challenging or tense situations;
•Proven ability to handle confidential information with discretion;
•Strong client service orientation, with very high quality standards for his/her work;
•Proactive and intentional approach to work - habitually looking forward to seek opportunities for improved performance,
to proactively identify solutions to problems, etc.
•Demonstrated ability to work successfully in an environment with individuals from diverse communities, backgrounds,and cultures.
TO APPLY: go to https://careers.brandeis.edu/staffjobs/ and select Job ID 526283
As a medium-sized private research university with global reach, we are dedicated to first-rate undergraduate education while making groundbreaking discoveries. Four major academic units with 3,600 undergraduates and 2,050 graduate students comprise the University: the College of Arts and Sciences, the Heller School for Social Policy and Management, the International Business School, and the Rabb... School of Continuing Studies. In 1985, Brandeis was elected to membership in the prestigious Association of American Universities (AAU), which represents the 62 leading research universities in the United States and Canada. Brandeis has been ranked among the top 35 national universities by U.S. News & World Report every year since the rankings’ inception. Our 235-acre campus is located in the suburbs of Boston, a global hub for higher education and innovation. Our faculty are leaders in their fields, as passionate about teaching and mentorship as they are about pushing the boundaries of knowledge. Our students are motivated, compassionate, curious and open to exploring new and challenging experiences. Brandeis was founded in 1948 as a nonsectarian university under the sponsorship of the American Jewish community to embody its highest ethical and cultural values and to express its gratitude to the United States through the traditional Jewish commitment to education. By being a nonsectarian university that welcomes students, teachers and staff of every nationality, religion and orientation, Brandeis renews the American heritage of cultural diversity, equal access to opportunity and freedom of expression.