Executive Assistant, Pearson Institute

Mar 17, 2017
Institution Type
Four-Year Institution
About The Unit: About The Pearson Institute The result of a landmark $100 million gift from The Thomas L. Pearson and The Pearson Family Members Foundation, The Pearson Institute for the Study and Resolution of Global Conflicts and The Pearson Global Forum will provide and inform more effective strategies in resolving "the foreign policy challenge of our time" a new era of violent conflict characterized by sub-state and non-state conflicts, including drug cartels and insurgent organizations such as ISIS. Together, The Pearson Institute and The Pearson Global Forum will serve as catalysts in understanding the causes of conflicts, and designing, pioneering and informing effective new policies that will help lead to conflict prevention and resolution. The Pearson Institute and The Pearson Global Forum will be the first of their kind devoted solely to the study and resolution of global conflicts. The Pearson Institute will seek to inform more effective policy solutions by filling a critical gap in identifying new strategies - rooted in innovative and data-driven research approaches − that will act as a driving force in transforming how we understand and approach global conflicts. The Pearson Institute will focus on an urgent need to address the modern era of global conflicts by concentrating on the following areas: 1. Research to understand, prevent and resolve violent conflicts. 2. Engagement by annually convening the international policy and academic community from a variety of sectors through The Pearson Global Forum to recognize new evidence-based approaches and policies that reduce global conflicts. 3. Education for the next generation of scholars and practitioners through new courses and programs, all designed to help resolve conflicts and inform more effective policies. Primary Goals Slated to open in the Fall 2016, The Pearson Institute will find new ways: (i) to study and understand global conflicts; (ii) to significantly and meaningfully impact and inform policy; and (iii) to share these findings around the world. The Pearson Institute will become "the place" where peaceful solutions are developed based on an analytical, evidence-driven approach. The Pearson Institute will develop the most advanced thinking on global conflicts and serve as a "disruptor" to conventional solutions and approaches. The purpose of The Pearson Institute will be to directly impact policy through fearless inquiry. POSITION SUMMARY Reporting to the Faculty Director and Executive Director, the Executive Assistant oversees all administrative functions for the Pearson Institute. The Executive Assistant provides communication, task prioritization, project management, and complex administrative support to the Faculty Director and Executive Director, serving as principal aide on highly confidential matters and daily operations.

Unit Job Summary: KEY RESPONSIBILITIES Exercise considerable judgment as to the optimal use of the Faculty Director's and Executive Director's time, relieving of administrative detail and projects - Provide complex and confidential administrative assistance on the daily operations of the executive office o Manage the Faculty Director's and Executive Director's calendars, acting as the gateway to both directors o Prioritize, structure, and schedule meetings, conference calls and other recurring or requested appointments o Respond in a timely and courteous manner to all scheduling requests o Structure and organize shared electronic folder(s) to collaborate efficiently on communications and document preparation Coordinate all necessary logistics for key meetings and travel - Ensure each director is prepared for meetings and other events by gathering relevant data, statistics, meeting materials and other pertinent information - Oversee all logistical details of recurring meetings with Pearson staff and faculty o Order food and refreshments for meetings as needed, coordinating payment, menu selection, meal requests, and pickup/delivery - Coordinate and manage complex arrangements for both local and international travel o Prepare full travel itineraries and assemble necessary materials and supplies o Arrange car service for daily, local travel - Manage discretionary funds and general office budgets o Track travel and out-of-pocket expenses o Update and maintain the GEMs account and request reimbursement on the directors' behalf Act as a communications specialist, preparing a wide variety correspondence; ensure appropriate handling of confidential materials and information - Coordinate information flow, triaging emails and telephone calls for action and follow-up as appropriate o Compose memos and letters, as well as send emails on behalf of the Executive Director and/or the Faculty Director as needed o Ensure complete and timely response to correspondence o Maintain contact databases for both directors - Operate at the highest level of confidentiality regarding personnel and financial matters and deftly manage unique situations with discretion o Prioritize both planned and unexpected matters that require attention and decisions of the Faculty Director or Executive Director o Interpret requests and implement action, deciding whether (or which) of the directors should be notified of important or emergency matters - Act as a liaison between the directors and other Pearson, Harris and University executives and offices with tact, courtesy, and confidentiality Manage special projects as directed; provide support on newly developed initiatives and new efforts - Plan and manage selected special events and projects as assigned by the Executive Director and Faculty Director - Proof-read and submit research materials for publication - Provide monthly updates on development activities and other special projects - Other duties as assigned

Unit Education: EDUCATION -Bachelor's degree required.

Unit Experience: QUALIFICATIONS AND EXPERIENCE - Minimum of two years of progressively responsible administrative experience required. - Strong technical skills evidenced by proficiency in common office productivity software applications (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat). - Experience composing written communications and editing and proofreading material written by others required. - Willingness to work flexible schedule to accommodate covering school events required. - Experience working with faculty recruitment in a University setting preferred.

Unit Job Function Competencies: COMPETENCIES AND SKILLS - Excellent verbal and written communication skills. - Excellent interpersonal and customer service skills. - Ability to handle public contacts with courtesy, clarity, and diplomacy. - Ability to handle sensitive and confidential situations and information with absolute discretion. - Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines. - Strong problem-solving skills. - Ability to use appropriate resources to resolve an issue. - Ability to follow an issue through to resolution. - Considerable skill in working both independently and as a team member. - Ability to take initiative and organize and complete projects with minimal supervision. - Proficiency with word processing applications and spreadsheets and databases.

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