Executive Assistant, University Advancement

Details

Posted: 14-Mar-24

Location: Waltham, MA, US, 02452

Type: Full-time

Salary: Open

Categories:

Academic/Faculty Affairs

Internal Number: 238054272

Position Title: Executive Assistant, University Advancement
Location: Waltham, MA
Req ID: R0004287
Job Type: Full time
Posted Date: Posted 30+ Days Ago
Description:

Job Description Summary

This position provides complex and extensive administrative and professional support to the Vice President, University Advancement (VPUA) and other members of the University Advancement Leadership team as needed. The incumbent manages business operations and facilitates workflow for the VPUA. This person manages access to the executive; develops systems and procedures to manage special projects, reports, and presentation materials and facilitates activities for highly visible meetings or events.

Essential Duties

• Administrative Management: Serve as point of contact for executive directing calls and visitors as needed. Uses discretion to make inquiries and assessments to resolve or expedite matters. Performs extensive calendar and travel management for executive. Manage workflow of special projects.
• Communications: Compose and edit correspondence, manage distribution of communication material, research and compile material for meetings, may attend meetings and take and distribute minutes. Serve as ambassador for the executive. Interacts with alumni, parents, and friends to confirm meeting logistics, handles follow up items from meetings, and serves as point of contact for VPUA while away from the office on university business.
• Data Management: Maintain electronic files; compose and enter notes from VPUA visits with alumni and other constituents. Handle follow up tasks from internal and external meetings.
• Program Management: Arrange meetings and events. Compile meeting information and RSVPs and operate as liaison with internal departments to arrange room sites, etc. to minimize executiveâ™s involvement.
• Financial Management: Manage department budget(s), order supplies, monitor expenses and prepare expense reports.
• May hire, train, track hours, and supervise student, temporary or administrative workers.

Minimum Qualifications

• Minimum of a Bachelorâ™s degree plus 3+ years of progressively responsible executive assistance experience OR an Associateâ™s degree plus 5+ years of progressively responsible executive assistance/administrative experience.
• Advanced mastery of MS Office and prior enterprise-wide systems experience may be required.
• Demonstrated ability to interact with individuals at all levels with poise and diplomacy; ability to triage and set priorities, perform multiple tasks simultaneously, maintain confidentiality of sensitive and confidential information, meet tight deadlines, and work under pressure.
• Demonstrated ability to take initiative, organize, prioritize and manage conflicting goals and agendas. Dedicated team player with strong customer service orientation.
• Strong written and verbal communications skills.

Work Environment

• Normal office environment.
• Regular use of a computer keyboard and mouse. High volume of work and need for accuracy can be stressful.
• Must be flexible to work additional hours as needed.
• Potential for hybrid schedule. Please see the universityâ™s Flexible Work Arrangements policy to learn more about Bentleyâ™s workplace flexibility- https://www.bentley.edu/offices/human-resources/workplace-flexibility .

Bentley University requires references checks and may conduct other pre-employment screening.

DIVERSITY STATEMENT

Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.

Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.

About Us:

Bentley University seeks to attract talented individuals who are committed to our mission of educating creative, ethical and socially responsible students who will become organizational leaders nationally and internationally. All members of our faculty and administrative staff play a critical role in creating an inspiring, compassionate and diverse community that cultivates the lifelong development of our students. Bentley believes that promoting diversity plays an essential role in its educational mission by fostering greater innovation and creativity, attracting the widest pool of qualified applicants to its work force, and enhancing its communication and relationships with the community. Bentley is proud to be an employer of choice, offering competitive salaries, comprehensive benefits (including tuition remission), generous time off, a welcoming community and a beautiful work environment.

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About Bentley University
Bentley University is one of the nation's leading business schools, dedicated to preparing a new kind of business leader and one with the deep technical skills, the broad global perspective and the high ethical standards required to make a difference in an ever-changing world. To achieve our goal, we infuse our advanced business curriculum with the richness of a liberal arts education. The results are graduates who are making an impact in their chosen fields and turning their passions into success stories. Located on a classic New England campus just minutes from Boston, Bentley is a dynamic community of leaders, scholars and creative thinkers.
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