Executive Assistant

Location
Waltham, MA
Posted
Apr 20, 2017
Institution Type
Four-Year Institution

Bentley University

Department
Office of Dean for Student Affairs

Employment Type
Staff

Summary of the Position

The Executive Assistant provides efficient, effective administrative support to the Vice President for Student Affairs/Dean of Students. This position is responsible for interfacing with other university departments, facilitating the Vice President's activities, managing the administrative workflow within the office, and providing general administrative support to division staff as needed.

Essential Functions

Administrative - Assist in the preparation of reports and presentations to the Board of Trustees and various other internal and external stakeholders. Maintain department records such as time-off schedules and time sheets. Participate in the Student Affairs Director's meetings; record action items. Monitor the process of special interest applicant files. deadlines for reports, adherence to Bentley policy and procedure are required and respected when time constraints could or would affect other departments, projects and offices. The Executive Assistant is required to have a comprehension and familiarity of the diverse tasks and functions within the Division of Student Affairs and how the day to day operations interface and/or impact offices.

Office/Reception - Serve as departmental point of contact for external individuals and organizations, coordinating or directing calls and visitors as needed. Use professional discretion to make preliminary inquiries and assessments to help resolve problems or expedite matters.

Scheduling/Event Coordination - Manage VP's calendar, arranging and coordinating meetings and events and ensuring executive is fully prepared for Board, and other high-level meetings. Manage weekly and regularly scheduled meetings (e.g., one on ones, student leader, department) ensuring executive is briefed, agendas prepared, goal setting and recording of action items is completed accurately. Coordination when deadlines for reports, adherence to Bentley policy and procedure are required and respected when time constraints could or would affect other departments, projects and offices. The Executive Assistant is required to have a comprehension and familiarity of the diverse tasks and functions within the Division of Student Affairs and how the day to day operations interface and/or impact offices.

Responsible for all aspects of events sponsored by the executive. Functions as liaison with The Conference Center, Dining Services, Facilities Management and all other appropriate internal and external groups to ensure that each event is handled in a timely and professional manner. Example of events include: divisional meetings and retreats, seminars, speaking engagements, student/parent events.

Minimum Qualifications (Education and Experience Requirements)

Bachelor's degree plus 2-3 years of progressively responsible executive support experience.

Experience in a fast paced environment, preferably in higher education administration supporting a senior staff member.

Outstanding analytical, administrative and technical support skills. Demonstrated ability to manipulate, arrange, and verify data to support VP's analysis, which is critical to the achievement of goals and strategies.

Solid (intermediate to advanced) MS Office expertise (Outlook, Word, PowerPoint, Excel), and appropriate technical competence with other computer systems.

Excellent writing skills with the ability to compose basic materials as needed, and proofread documents as required.

Excellent verbal communication and interpersonal skills, with a customer service and public relations orientation.

Excellent organizational ability and attention to detail.

Bentley University is an Equal Opportunity Employer, building strength through diversity.

PI97569844