Part-time Executive Administrator

Brandeis University•Waltham, MA

About The Position

The School of Arts, Culture and Humanities (AHC) is seeking a part-time Executive Administrator for the Dean of the School. The EA will support the AHC Dean and Director of Administration and Operations in daily activities and events. This position requires independent initiative, proactive thinking, and ability to balance multiple priorities as well as professionalism, discretion, confidentiality, sound judgment, and the ability to manage multiple priorities in a dynamic, complex environment. The EA demonstrates strong attention to detail, effective time management, and the ability to prioritize tasks in support of multiple ongoing responsibilities. They anticipate needs, adapt effectively to change, and communicate clearly and respectfully in support of the broader goals of the School.

Requirements

BS/BA/equivalent required plus 3-5 years of related work experience or AS/equivalent with formal administrative training plus 5 years of related work experience
Exceptional organizational and prioritization skills
Strong judgment and ability to handle confidential information with discretion
Clear, professional communication skills
A proactive, service-oriented mindset with high attention to detail

Responsibilities

Manage the Dean’s travel arrangements, including itineraries, accommodations, and transportation, and process related expenses and expense reports.
Assist Dean with expense reconciliation as needed.
Manage the flow of information between the Dean, Director, and key stakeholders, ensuring messages are communicated clearly, issues are addressed or elevated appropriately, and follow-up actions are completed in a timely manner.
Manage the Dean’s calendar, using independent judgment to prioritize requests and resolve conflicts, including preparing for and setting up large and complex meetings with faculty and leadership across campus.
Assess and prioritize incoming requests, using sound judgment to determine the appropriate response, referral, or action aligned with University policies.
Design and produce complex documents, reports, presentations; collect and prepare information for meetings with internal and external stakeholders; and compose and prepare executive-level correspondence.
Serve as the primary point of contact for AHC, responding to and directing inquiries, managing sensitive communications, and ensuring correspondence is handled promptly and accurately.
Build and maintain positive working relationships with faculty, staff, students, alumni, donors, University leadership, and external constituents.
Prepare correspondence for Dean as requested.
Communicate to key stakeholders regarding events and activities being organized by the Dean.
Relay important updates, project requirements, and action items between leadership and various teams.
Oversee daily operations and front-desk reception for AHC, including supply management; administrative workflows support; and submitting and tracking facilities work orders to ensure timely resolution.
Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization evolves.
Other duties as assigned