Executive Assistant

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Reporting directly to the Chief Financial Officer, the Executive Assistant provides a broad range of executive level administrative support on a myriad of complex, sensitive, confidential matters that impact the office, the division, and the vibrant and internationally diverse campus community of Berklee in a very fast-paced environment.

Essential responsibilities include administrative calendar management, project management, support to various committees of the Board of Trustees (Audit and Risk, Finance and Budget, Campus Planning Committee), and ongoing communication and relationship building with key individuals and departments in order to assist the Chief Financial Officer in aligning the functions of the office to the strategic priorities of the Institution.

Functional areas reporting to the Chief Financial Officer include: Facilities and Real Estate, Campus Business Services, Finance/Accounting, Budget and Strategic Financial Planning, and Risk Management

MINIMUM JOB QUALIFICATIONS:

1. Bachelor's degree required
2. A minimum of 5-8 years progressively responsible experience in a professional administrative capacity providing executive level support
3. Superb organizational and project management skills; ability to manage multiple projects simultaneously
4. Strong communication and collaboration skills

5. Excellent judgement and the ability to escalate when needed
6. Strong computer skills; including use of Mac and Microsoft Office Suite - Word, Excel, Power Point, etc.
7. Comfortable working with spreadsheets

ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES:

1. Responsible for the CFO's calendar
2. Provide executive level support on all correspondence and communication

3. Coordinate domestic and international travel arrangements
4. Assist Chief Financial Officer in the identification and coordination of projects. Responsible for the creation and coordination of project plan updates, maintenance or modification of project plan documentation, and the preparation and distribution of project status reports
5. Attend and/or represent the Chief Financial Officer at various meetings as requested
6. Provide executive level administrative support to the Finance and Budget Committee, the Audit and Risk Committee and Campus Planning Committee. Work with key offices to plan meeting schedules. Assist in developing agenda and meeting materials. Attend meetings, prepare meeting minutes, and facilitate action items and follow-up with key stakeholders. Maintain and communicate an up-to-date committee roster. Maintain committee archives and related files for the department and for the Office of the President
7. Work with the CFO on various timelines for the financial operations of the college operating and capital budget process.
8. Monitor department budget
9. Design engaging, professional presentations in Powerpoint, Prezi, and other interactive slide presentations for SVP presentations to campus community, including the Board of Trustees, board committees, the President's Cabinet, and the Student Government Association
10. Assist in the development and maintenance of the area website, including editing and updating of content
11. Manage the activities within the office, compile and organize information and data, make recommendations to ensure smooth daily operations
12. Work closely with the Chief Financial Officer to effectively promote various division and institution wide initiatives
13. Assist in the development of agendas and programs for area quarterly department meetings as well as regular staff meetings.
14. Build and sustain strong partnerships and collaborations throughout the institution and the broader community
15. Actively contribute to maintaining a work environment that is supportive of all regardless of their identity, respectful of differences, and genuinely open to multiple perspectives
16. Keep abreast of general matters affecting the higher education industry
17. Other responsibilities and projects as assigned

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

1. Bachelor's degree required
2. A minimum of 5-8 years progressively responsible experience in a professional administrative capacity providing executive level support
3. Superb organizational and project management skills; ability to manage multiple projects simultaneously; keen attention to detail and accuracy
4. Strong technology skills; including use of Mac, MS Word, Excel, Power Point, etc.
5. Ability to design creative, interactive Powerpoint and Prezi slide presentations
6. Strong interpersonal skills. Ability to effectively communicate and interact with all levels, including members of the Board of Trustees. Excellent written communication skills with demonstrated experience in the clear, concise preparation of letters, documents; etc.
7. Excellent judgment and decision making; must be able to handle high level, confidential matters with sensitivity, discretion and diplomacy while simultaneously managing the logistical and administrative aspects of the office
8. Financial and business acumen; experience working with financial information
9. Must be a positive, enthusiastic, creative individual who can represent Berklee and the Chief Financial Officer to important internal and external constituents
10. Ability to assimilate and adapt to the dynamic culture of the Berklee community
11. High level of cultural competence, values, ethics, and principles that align with the Berklee community, in which every voice is valued and respected and where a diverse, inclusive work and learning environment is essential

SUPERVISORY RESPONSIBILITIES:
Currently, this position does not directly supervise staff, but that may change at the discretion of the administration.

WORK ENVIRONMENT: Standard office work environment

SPECIAL WORKING CONDITIONS, PHYSICAL REQUIREMENTS, ETC.:
Some evening and weekend hours may be required depending on the nature and cycles of the work. Active and timely monitoring of email correspondence.

This position may provide an opportunity for limited remote work.