EXECUTIVE ASSISTANT TO THE DEAN, Strategic Initiatives

Boston University • Boston, MA

2d

About The Position

Established in 1873, Arts and Sciences is Boston University's largest and most academically diverse unit, encompassing over 8,400 undergraduates, 2,000 graduate students, 800 faculty members, and 300 staff across 50 departments, programs, centers, and institutes. Our faculty are award-winning researchers, innovative teachers, and dedicated mentors committed to exploring the complexities of our present and past, uncovering new perspectives, and crafting creative solutions to real-world problems. Our staff are dynamic, mission-driven professionals who foster community, inclusion, and belonging to advance every aspect of the college enterprise. Our community thrives on collaboration, bold ideas, and interdisciplinary exploration. Join us in supporting the pursuit of knowledge that changes the world and provides boundless opportunities to inspire the next generation of leaders. The Executive Assistant to the Dean of Arts & Sciences is a central role supporting the Dean and activities across the College of Arts & Sciences, BU's largest college. In addition to managing the calendar and key correspondence on behalf of the Dean, the Executive Assistant provides administrative support for the Dean's and the College's meetings and events. The Executive Assistant works closely with the Dean and the Dean's senior leadership team to deliver on these priorities.

Requirements

• Manage the Dean's calendar with 100% accuracy.
• Work with the Advancement Office to make travel arrangements and schedule meetings with the Dean for fundraising purposes.
• Establish a program for each event, coordinating with relevant offices.
• Consult with catering to develop an appropriate menu and proper decor.
• Contract with vendors for necessary utilities and services.
• Attend all events, including off-hours, to ensure proper implementation.
• Collaborate with relevant offices responsible for developing the program, publicity, and attendance for lectures.
• Independently make decisions that best represent the Dean's Office.
• Use independent judgment to determine priority of incoming correspondence and redirect mail.
• Always maintain confidentiality.
• Proofread all Dean's office correspondence.
• Coordinate management of Dean-level communications in collaboration with Communications Office.
• Recommend purchasing and technology needs.
• Support general office management answering the phone, greeting and directing guests, managing the mailroom, maintaining inventory of office and kitchen supplies.
• Hire and supervise student intern, as needed.
• Coordinate with Special Projects Administrator on office needs.
• Provide support and leadership for one-off projects handled by the Dean's Office.

Responsibilities

• Manage the Dean's calendar with 100% accuracy, including scheduling meetings with internal and external individuals for fundraising purposes and overseeing the scheduling and preparation of regular meetings with CAS chairs and directors, faculty meetings, and other meetings as needed.
• Provide administrative support for Dean-led committees or searches.
• Manage functions and events, including those at the Dean's Residence, establishing programs, coordinating with relevant offices, consulting with catering, and contracting with vendors.
• Oversee several lectures throughout the academic year, collaborating with relevant offices on program development, publicity, and attendance.
• Oversee and organize senior staff retreats, the Dean's holiday party, and other annual and occasional events, making independent decisions to represent the Dean's Office.
• Review and track all incoming correspondence and inquiries addressed to the Dean, using independent judgment to determine priority and redirecting mail to the relevant Associate Dean.
• Maintain confidentiality of sensitive information within the Dean's mail.
• Proofread all Dean's office correspondence presented for distribution.
• Coordinate management of Dean-level communications in collaboration with the Communications Office and manage relevant documents.
• Guide the functioning of the Dean's Office, recommending purchasing and technology needs.
• Support general office management, including answering the phone, greeting guests, managing the mailroom, and maintaining inventory of office and kitchen supplies.
• Hire and supervise a student intern as needed.
• Coordinate with the Special Projects Administrator on office needs.
• Provide support and leadership for one-off projects handled by the Dean's Office.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed