ASSISTANT TO THE DEAN,CAS Pardee School of Global Studies

Boston University-posted 3 months ago

Full-time

Remote • Boston, MA

1-10 employees

Educational Services

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The Assistant to the Dean provides high-level administrative support to the Dean of the Pardee School of Global Studies. Working closely with the Dean and the Executive Director of Finance and Administration, the Assistant ensures the smooth operation of the Dean's office and plays a key role in managing projects, communications, travel, scheduling, and special initiatives. The proper handling of sensitive and confidential information is required. The Assistant facilitates effective communication between the Dean and a wide range of stakeholders across the University and externally, including the Offices of the President and Provost, academic and program deans, faculty, center directors, alumni, donors, and community partners. The role requires a proactive and detail-oriented approach, sound judgment, discretion, and a high degree of professionalism.

Manage the Dean's calendar and schedule, coordinating with internal and external stakeholders at all levels of the University.
Arrange travel and meetings; support logistics for faculty and leadership meetings, including scheduling, space reservation, agenda preparation, material distribution, and note-taking.
Assist with signature initiatives and occasional events in coordination with the Director of Strategic Affairs and Communication.
Review, prioritize, and properly route all incoming correspondence and inquiries addressed to the Dean.
Draft and proofread letters, emails, reports, and remarks; respond to inquiries with discretion and professionalism.
Screen incoming calls, return calls on behalf of the Dean, and redirect as appropriate.
Maintain confidentiality regarding sensitive information, including all personnel matters and faculty reviews.
Monitor the Dean's email account and coordinate responses, while briefing the Dean on key issues and meeting contexts.
In collaboration with the Executive Director, oversee day-to-day operations of the Dean's Office at 121 Bay State Road.
Recommend purchases, coordinate with IT on technical issues, and ensure the office is well-equipped.
Maintain a welcoming and efficient front office environment.
Conduct basic research and assist with special projects at the Dean's request.
Provide general administrative support as needed.

Bachelor's degree with 3 to 5 years of experience as a high-level administrative assistant to a busy executive.
Excellent oral and written communication skills.
Attention to detail.
Ability to handle confidential and sensitive material with the utmost professionalism.
Exceptional planning and organizational skills.
Ability to take initiative and ownership of projects.
Demonstrated ability to handle sensitive issues and maintain confidentiality.
Ability to work effectively with culturally diverse groups within an organization.
Proven ability to perform duties with professionalism, flexibility, discretion, judgment, diplomacy, and tact.
Strong multitasking skills and ability to adapt to changing priorities and meet deadlines.
Experience with purchasing and booking travel.
Proficiency in MS Office, Outlook Calendar, Adobe Suite, and Google Workspace.

Prior experience in higher education administration preferred.
Availability to support occasional evening or weekend events throughout the year.

Equal opportunity employer.
Consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status.

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