Executive Assistant in Waltham, Massachusetts at Bentley University

Job Description Summary

The Executive Assistant provides complex and extensive administrative and professional support to the Vice President, Student Affairs and Dean of Students and the Assistant Vice President/Dean of Campus Life. This role manages business operations, facilitates workflow, and oversees access to the VP and AVP; develops systems and procedures to support special projects, reports, and presentation materials; and coordinates highly visible meetings and events. The position also supports divisional operations by coordinating scheduling for divisional events and leadership meetings, managing the divisional email account, and ensuring effective communication and information flow across the division. Additionally, the role assists with parent communications, both individual and collective, as well as broader divisional communication efforts.

Essential Duties

• Administrative Management: Assist in the preparation of analysis, reports and presentations to the Board of Trustees and various other internal and external audiences. Serve as point of contact for VP, directing calls and visitors as needed. Uses discretion to make inquiries and assessments to resolve or expedite matters. Performs extensive calendar management for VP and AVP. 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 VP. Design, write, and distribute email content for bimonthly division newsletter and manage subscriber list.

• Data Management: Maintain electronic filing systems.

• Program Management: Arrange meetings and events. Compile meeting information and RSVPs and operate as liaison with internal departments to arrange room sites, etc.

• Financial Management: Manage department budget(s), order supplies, monitor expenses and prepare expense reports. Monitor and analyze department spending on monthly basis and create long-term forecasts for the division. Reconcile travel and spending for VP and AVP.

• May hire, train, track hours, and supervise student, temporary or administrative workers.

Minimum Qualifications

• Minimum of a Bachelor’s degree plus 3+ years of progressively responsible executive support experience OR an Associate’s degree plus 5-7 years of progressively responsible executive support/administrative experience.

• Advanced mastery of MS Office and prior enterprise-wide systems experience is required.

• Experience with Workday Finance and HR Management preferred.

• Experience with video conferencing platforms (e.g., Zoom, Microsoft Teams) preferred.

• Previous communication and/or social media experience preferred.

• 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

• Open office environment.

• Travel between campus buildings for meetings is required.

• 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.

Pay Transparency

At Bentley we offer a “total rewards” package designed to attract, motivate, retain, and reward our employees. This includes competitive compensation, robust benefits, career development and opportunities, generous paid time off, workplace flexibility and a positive, engaging employee experience. In alignment with the Massachusetts Pay Transparency Act and our commitment to equity and transparency, we’re sharing the salary grade range for this role. The grade range is based on market data and the scope of responsibilities. Final pay will depend on your experience, education, and other relevant qualifications.

Salary Grade Range:

$60,225 - $96,687 per year

If you have questions about the salary grade range or need additional information, please contact us at GA_HR_Employment@bentley.edu.

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.