Executive Assistant

Brown University • Providence, RI

9h • Hybrid

About The Position

The Executive Assistant (EA) provides executive-level administrative support to the AVP of Institutional Equity and Compliance and provides general administrative support for the Office of Equity Compliance and Reporting (OECR). The Assistant supports the AVP across all activities and ensures there is follow through on all agendas, logistics, and initiatives. This includes high-level, direct support with calendar management, event planning and management, the OECR operating budget, and liaising with internal offices. The incumbent is relied upon to research, analyze and resolve issues that arise to make effective use of the management team’s time. The EA serves as an initial point of contact for the office, including in many high stress or crisis situations, and deals with a wide variety of key office constituents including students in a fast-paced setting. The EA manages calendars and coordinates appointments with large groups and individual students, provides meeting and event support, tracks and orders inventory and supplies, assists with office equipment setup and maintenance in collaboration with campus partners, and assists with financial and recordkeeping functions. The EA regularly exercises confidentiality, diplomacy and discretion in supporting the AVP and leadership while managing sensitive and confidential information. In addition to managing daily correspondence, the EA prepares background and meeting materials, reports and basic data collation. This position will require flexible hours including occasional evenings and weekends in conjunction with the AVP’s schedule and commitments.

Requirements

• Bachelor’s degree plus at least 2 years of administrative experience, or equivalent combination of skills and experience.
• Excellent oral and written communication skills with a very strong customer service orientation.
• Excellent analytical and problem-solving skills for identifying needs and solutions.
• Customer-focused, customer service oriented.
• Excellent attention to detail.
• Experience with event planning and scheduling.
• Works independently and uses judgment and discretion.
• Ability to be flexible in a constantly shifting environment with tight deadlines and high volume of activity.
• Excellent administrative and organization skills to facilitate timely and professional deliverables.
• Initiative and ability to work independently and as a member of a team.
• Ability to multi-task and prioritize workload.
• Experience working in a large, fast paced, diverse, and inclusive work setting.
• Excellent computer proficiency, including Zoom, Google Suite of collaborative tools, Microsoft Office, Excel, Word, PowerPoint, Workday; scheduling software (Google preferred); Adobe Professional and other database systems.
• Strong analytical and problem-solving skills for identifying needs, conducting research and developing innovative proposals, solutions and programs.
• Ability to comfortably and often serve as the first point of contact for the AVP and OECR.
• Demonstrated ability to maintain high-level discretion, confidentiality, and lead with tact.
• Proven written communication and editing skills for preparing correspondence, documents, reports and executive level correspondences, utilizing correct spelling, grammar, and punctuation.
• Sensitivity to students and other constituents with varying and intersectional identities.

Nice To Haves

• Experience in a university setting is preferred.

Responsibilities

• Calendar management
• Event planning and management
• Manage the OECR operating budget
• Liaising with internal offices
• Research, analyze and resolve issues
• Serve as an initial point of contact for the office
• Manage calendars and coordinates appointments with large groups and individual students
• Provide meeting and event support
• Track and order inventory and supplies
• Assist with office equipment setup and maintenance in collaboration with campus partners
• Assist with financial and recordkeeping functions
• Prepare background and meeting materials, reports and basic data collation

Benefits

• Information on the Benefits of Working at Brown can be found here.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level