Executive Assistant to the Dean and Graduate School Office Manager

Brown University

1d•Onsite

About The Position

Brown University is a leading research university distinct for its student-centered learning and deep sense of purpose. Our students, faculty and staff are driven by the idea that their work will have an impact in the world. Brown University offers a flexible work/life balance; summer hours, winter break and a comprehensive Benefits package including time off, annual paid holidays; benefits offerings including health, dental, vision, tuition assistance, retirement, wellness, employee discounts and more. To learn about Brown University’s benefits, visit the University Human Resources web page for further information.

Requirements

Bachelor’s Degree and 3 to 5 years of administrative experience, particularly supporting an executive or related experience, or equivalent combination of education/experience.
Extremely high level of analytical, planning, and organizational skills with a strong customer service orientation.
Exceptional oral and written communication skills with the ability to effectively support and serve a diverse population.
Excellent organizational, project management, communications, and production skills involving multiple, simultaneous projects.
Computing proficiency with strong knowledge of Microsoft Office software programs, including Word, Excel, and PowerPoint.
Advanced knowledge of Google calendar management.
Demonstrated high-level of discretion, confidentiality, attention to detail and the ability to take initiative in problem solving.
Ability to work independently and collaboratively to ensure effective management of all office functions.
Ability to learn new processes with minimum supervision.
Close attention to detail and follow-through on projects and tasks.
Strong interpersonal skills in order to work successfully with colleagues and represent the Graduate School with tact, discretion and professionalism.
Capacity to multitask, keep calm under pressure, prioritize and confidence to seek assistance/guidance when needed.

Nice To Haves

Higher education experience preferred.
Experience managing a difficult calendar, coordinating complex travel arrangements, and drafting correspondence, or related experience preferred.

Responsibilities

Providing critical, high-level administrative support to the Dean of the Graduate School.
Selective administrative support for senior leadership in the Graduate School.
Central management of the office of the Graduate School.
Managing the Dean’s calendars and scheduling.
Coordinating meeting preparation and follow up, including gathering background materials, preparing meeting materials, and keeping minutes.
Serving as a collaborative partner and advocate for the Dean’s initiatives.
Making travel arrangements for the Dean.
Assisting with special projects and events for the Dean.
Supporting searches for staff positions in the Graduate School.
Supporting the Dean in financial processes in the School.
Serving as the first point of contact for meeting requests and general inquiries to the Dean.
Providing project management support, including scheduling support for Graduate School senior leadership level meetings and office-wide meetings.
Providing support for Graduate School event planning, conference room management, facility requests, office supply ordering, as well as supplier and expense report management.
Assisting with the general reception of visitors to the Graduate School’s Office.