Executive Assistant to the Senior Vice President for Communications

Job Description:

The Executive Assistant to the Senior Vice President (SVP) for Communications will support the leadership function of a division committed to providing strategic direction in communications, reputation elevation, marketing and constituency engagement. Reporting directly to the SVP, the executive assistant functions as a central point of communications to the full staff reporting to the SVP, and works closely with the SVPâ™s team members to ensure open communication and progress on issues and special projects.

The executive assistant manages the allocation Senior Vice Presidentâ™s time and commitments, as well as all logistics for meetings, gatherings, special events, initiatives and programs hosted by the SVPâ™s office. For this work, the executive assistant maintains a strong working knowledge of Brown Universityâ™s policies, processes and operations.

The executive assistant engages in writing, editing and verbal communications to assist the SVP in communicating with a broad range of campus partners and stakeholders, as well as external constituencies. The executive assistant also supports the SVPâ™s role as an executive editor for web content, video, and a full range of editorial and marketing collateral by updating content across a broad range of communications platforms. The executive assistant manages daily correspondence; engages in various forms of research; prepares background materials and minutes for meetings; prepares reports, talking points and presentations and is a collaborative partner and advocate for the SVPâ™s initiatives.  

The executive assistant regularly exercises diplomacy and discretion in supporting the senior vice president and managing sensitive information. The executive assistant is part of a highly collaborative and creative team of communications strategists and professionals, where individual team membersâ™ ideas, perspectives and experiences contribute to value of the teamâ™s work.

Major Responsibilities:

1. Provide high-level administrative support in managing incoming queries and requests, and developing presentations, documents and correspondence as needed. (30%)

Supporting Actions:

• Serves as first point of departmental contact for the Senior Vice President.
• Triages questions, issues and tasks received by the SVP. Proactively identifies and prioritizes critical issues, using the advice of the SVPâ™s direct reports when appropriate.
• Serves as a key conduit for all SVPâ™s staff, sharing key information, materials, deadlines and creating priority access as circumstances require.
• Assembles and synthesizes data, prepares briefs and presentations, and provides relevant background materials and information.
• Assists the SVP with research on special projects and initiatives and provides related administrative support as needed.
• Works very closely and communicates effectively with the SVP to establish clear prioritization of responsibilities and projects.
• Reviews the SVPâ™s incoming mail and processes accordingly.
• Works with the SVP to prioritize and ensure timely responses to inquiries, email and correspondence.
• Receives all telephone communications for the SVP.
• Manages vendors for office supplies and equipment.
• Supports any searches that directly involve the SVP, including liaising with internal and external colleagues for appropriate posting and tracking of applicants, scheduling of interviews and preparation of any interview materials, onboarding and orientation oversight.
• May require some variation in typical work schedule to accommodate early or late day meetings and periodic weekend events.

2. Manage the Senior Vice Presidentâ™s complex calendar, which includes a high volume of meetings and logistical arrangements, and prioritizes appointments while maintaining confidentiality in an office with sensitive information. (25%)

Supporting Actions:

• Assumes responsibility for the timely and effective flow of scheduling between the Senior Vice President and internal and external entities through the ongoing management of the SVPâ™s calendar. 
• Tracks and follows through on all inquiries and requests requiring the participation of the Senior Vice President.
• Schedules meetings for the SVP while working closely with the SVP to prioritize such requests.
• Manages and organizes the SVPâ™s calendar in conjunction with the Brown University calendar to schedule regular standing and cyclical meetings and events in support of long-range planning and scheduling.
• Prepares detailed briefing packets/background materials for the SVP to ensure the SVP is prepared for meetings.
• Keeps the SVP on schedule through notification between meetings and periodic updates of the weekâ™s schedule.

3. Oversee the logistical planning for all meetings, events, special programs and gatherings organized by the SVP, including maintaining a strong working knowledge of Brown Universityâ™s policies, processes and operations to manage support services provided my other offices (Media Services, Dining and Catering, Event Management, University Scheduling, etc.). (25%)

Supporting Actions:

• Plans/coordinates meetings and events: Prepares formats, agendas, presentation materials. Coordinates event logistics including space, audio-visual facilities, catering, travel and transportation.
• Arranges, confirms and organizes meeting logistics following appropriate budget and University policy (i.e. booking rooms, ordering catering, organizing technical equipment, etc.)
• Pro-actively coordinates with administrative staff of the President and the Provost to schedule committee events and meetings
• Organizes and provides all necessary support to regular meetings hosted by the SVP (OUC All-Staff, External Affairs, Reputational Risk Management, Brown Communicators Group, Universityâ™s Communications Advisory Council, etc.)
• Coordinates agendas, design, produce and distribute meeting materials
• Captures action and follow-up items and monitor progress as assigned
• Researches and prepares details in preparation for travel and makes necessary travel arrangements. Provides detailed itinerary packets for all trips and conferences. Prepares necessary supporting documentation and briefing material for trips.

4. Support the Senior Vice Presidentâ™s role as an executive editor for content for web, video, and a full range of high-level strategic editorial and marketing collateral produced by the communications teams within the Office of University Communications. (15%)

Supporting Actions:

• Works with project managers in Client Relations, News and Editorial Development and Web and Digital Communications in the Office of University Communications to input or update content edited by the SVP for marketing and communications projects.
• Uses web CMS (content management systems), design software and digital document sharing platforms to make content edits or updates provided by the SVP.
• Remains up-to-date in skills and secures necessary training to work in Brownâ™s software and online project management platforms.
• Audits content edited by the SVP to ensure no changes requested for writers, designers, web developers or other members of project teams were overlooked.
• Pursues professional development to ensure skills and capacity working across communications platforms remain up to date.

5. Serve as Financial Coordinator for the Senior Vice President for Communications. (5%)

Supporting Actions:

• Serves as the Workday Financial Coordinator for the Office of the Senior Vice President for Communications.
• Works collaboratively with the Finance Divisionâ™s Financial Analyst for Communications on issues pertaining to the SVPâ™s budget and financial transactions.
• Oversees purchase requests and contracts for office purchases and vendor professional service agreements, working in the Universityâ™s contracts and purchasing systems.
• Processes and tracks financial transactions for the Senior Vice President, including preparation of expense reports, tracking office charges/receipts, and professional services agreements.
• Manages major purchases for the University Communications division, including working with OUCâ™s senior leadership on computer and other major equipment purchases.
• Provides constructive recommendations on system and policy improvements for the office.

Education and Experience:

• Bachelorâ™s degree or equivalent combination of education and experience
• At least 5 years of professional experience, preferably in a communications, public relations, marketing or higher education environment

Job Competencies:

• Excellent writing and editing skills, as well as excellent verbal communication and ability to distill concepts
• Full proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint)
• Proficiency with Adobe Acrobat
• Strong computer and transcription skills and a commitment to attention to detail
• Capacity to take the initiative in problem solving, ability to learn new processes with minimum supervision, and confidence in decision making to move projects forward
• Experience working with web content management systems and digital project management platforms
• Strong knowledge of social media platforms, including Facebook, Instagram, Twitter and LinkedIn
• Ability to conduct research and share conclusions
• Experience with InDesign preferred
• High level of planning and organizational skills with a strong customer service orientation
• Capacity to manage multiple tasks with competing deadlines, keep calm under pressure, prioritize, and confidence to seek guidance when needed
• Discretion, diplomacy and the ability to maintain confidential information
• Professional demeanor with the ability to project a positive image and represent the Office of University Communications.
• Ability to support a community of diverse perspectives and cultures in an inclusive environment

Please include a cover letter when submitting your application.

Background check satisfactory to Brown University.

In order to maintain 90% or greater universal vaccination rates on campus, all newly hired employees at Brown University must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. For more information, please visit the Healthy Brown site.  

Recruiting Start Date:

2021-08-17-07:00

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Regular

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Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Still Have Questions?

If you have any questions you may contact [email protected] .

EEO Statement:

Brown University is an E-Verify Employer.

Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.