Executive Administrator

Updated: 24 days ago
Location: Waltham, MASSACHUSETTS
Job Type: FullTime

The Opportunity

Brandeis University seeks an Executive Administrator to join our team of advancement professionals in the Institutional Advancement Division.

Established in 1948 as a nonsectarian university with strong ties to the American Jewish community, we are a medium-sized private research university with global reach. Brandeis is dedicated to first-rate undergraduate education while making groundbreaking – including Nobel Prize winning - discoveries.

In preparation for our next ambitious campaign, IA seeks to strengthen the bonds with the university’s various constituencies and secure the philanthropic resources necessary for Brandeis to continue achieving excellence in teaching, research, scholarship, and campus life.

Our 235-acre campus is located in the suburbs of Boston. We offer a competitive benefits and compensation package, which includes: medical, dental, and life insurance; generous paid time off; tuition remission; a 403b retirement savings plan with a generous match; free parking; and a flexible hybrid working model for most positions.

Position Summary

The Executive Administrator is responsible for providing high-level office administration and client relations support to the Vice President of Alumni Relations and a senior director. The EA will manage and facilitate complex and demanding schedules and meeting planning, with a commitment to ensuring that time is reserved for “high value” tasks and conversations.  They will also help plan, facilitate, and coordinate highly visible events and meetings; draft and edit a variety of correspondence and communications; and respond to requests from the Office of the President with appropriate urgency.

Primary Responsibilities

  • Serving as the general manager for the office of the Vice President of Alumni Relations, ensures efficient office workflow and that action items are followed up on and resolved. 
  • Manages demanding calendars; handles all meeting arrangements and logistics; assists with meeting document preparation, as needed; and books travel for VP and other staff and faculty as needed.
  • Provides administrative and technical support for alumni events, including creating event registration forms, email invitations, and web postings, and manages related digital communications (broadcast emails, newsletters, etc.), as well as event RSVPs and payment integrations.
  • Serves as a primary contact for those with questions about alumni events and programs and provides customer service to troubleshoot and resolve end-user technical issues. Frequently communicates via phone and email with alumni, donors, IA colleagues, and other University personnel.
  • Helps to plan or coordinate meetings involving the VP and supported AR officers as needed, to include drafting and preparing presentations and other meeting materials.
  • Leads creation and distribution of invitation lists and attendee briefings for all Presidential Events managed by the VP or other supported officers. Serves as a consultant to others in IA on best practices for meeting needs and requests of the Office of the President.
  • Works on projects and reports that require basic database experience and analytical skills. 

Qualifications

  • Bachelor’s degree/equivalent (Bachelor’s preferred); relevant certifications or advanced degrees highly desired.
  • Minimum 3-5 years of total work experience with a bachelor’s degree OR 5-7 years with an associate’s degree and formal administrative training; at least 7 years is strongly preferred. At least 3 years of experience supporting C-suite executives or senior leaders in a nonprofit or academic setting.
  • 1-3 years supervisory experience preferred. May hire, train, and/or supervise student workers.
  • Strong writing, proof-reading, and editing skills are required. Writing examples will be requested.
  • Proficiency in Microsoft Office suite; Google suite; and the ability to learn and adapt to new software and systems quickly.
  • Demonstrated advanced proficiency in Word, Excel, PowerPoint, and Visio is preferred.
  • Familiarity with Salesforce and Zoom is preferred.
  • Superior interpersonal skills, and a collegial, collaborative and customer-service demeanor that positively reflects the core values and standards of the institution.
  • Must be a detail-oriented, self-starter with an ability to work independently. Ability to work under pressure, triage and set priorities, manage multiple projects, adapt well to change, and meet deadlines in a fast-paced environment.
  • Must be able and willing to work occasional evenings and weekends.

Submit Your Candidacy

To learn more, visit the Division of Institutional Advancement and our Alumni, Friends & Families websites.

To apply, please visit our career website and submit your cover letter and resume via the Brandeis University Human Resources online portal.

Commitment to Diversity, Equity, and Inclusion
Diversity, equity and inclusion are important values at Brandeis today and always have been for they are rooted in our founding as an institution. These values serve as a reminder for self-reflection, and a continuous call to grow for us as Brandeisans.  Founded as a model institution for ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of all nationalities, religions, and orientations.  Moreover, social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the evolving diversity of our larger society.  Read more online about our Mission and Diversity Statements at Brandeis Mission and Diversity Statements.

If you are interested in a role and have relevant experience but your work history does not align perfectly with every qualification in the job description, we nevertheless encourage you to apply.

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.



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