Senior Administrative Assistant - Office of the Provost

Marymount University•Lexington, MA

1d•$60,000 - $70,000•Onsite

About The Position

Marymount University seeks a highly organized, proactive, and service-oriented Senior Administrative Assistant to provide confidential administrative support to the Provost and Chief Academic Officer (CAO) and the Office of the Provost. The position supports the day-to-day operations of the Provost and CAO’s office by coordinating complex calendars and meetings, facilitating communication with University leaders and external stakeholders, and ensuring administrative priorities are handled efficiently, effectively, and confidentially. The Senior Administrative Assistant works closely with the Provost and CAO, their direct reports, the Vice Provost, University administrators and senior staff leaders, Board of Trustees members and their assistants, faculty, staff, and external partners. The role requires exceptional judgment, professionalism, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced university environment. The position also supports Academic Affairs operations and planning, University committees, institutional accreditation duties, hiring activities, purchasing and expense reconciliation, and faculty and institutional events. Some event support requires occasional availability on weekends and evenings.

Requirements

Bachelor’s degree.
At least 5 years of experience providing administrative support to an executive senior leader or in a comparable position.
Proficiency in Microsoft systems and software, including Word, Excel, and PowerPoint.
Exceptional poise, confidence, and diplomacy when interacting with key stakeholders.
Ability to build strong relationships and work with people at all levels, both within and outside the organization.
High attention to detail, strong time-management and problem-solving skills, resourcefulness, proactivity, willingness to seek assistance as needed, and a customer-service orientation.
High level of personal responsibility and ability to be nimble and lead through change and ambiguity.
Strategic planning skills.
Knowledge of the goals, objectives, structure, and operations of a university.
Ability to gather data, compile information, and prepare reports.
Ability to manage multiple responsibilities in a fast-paced environment while meeting deadlines and goals.
Strategic and critical thinking skills.
Good judgment and decision-making skills, initiative, and ability to learn quickly.
Exceptional written and verbal communication skills.
Planning and project management skills.
Occasional availability on weekends and evenings for event support.

Nice To Haves

Master’s degree.
Experience using AI-based tools to enhance workplace efficiency and productivity.
Experience in purchasing, expense reconciliation, expense report preparation, and software used to manage these processes.
Experience preparing Standard Operating Procedures to support the systematic organization of Academic Affairs processes.
Prior experience working in a higher education or corporate setting.
Experience using Workday or a similar enterprise software platform.
Experience researching information and compiling succinct, coherent reports to support executive or Provost preparation for meetings and events.

Responsibilities

Manage and coordinate the extensive calendar and meeting schedule for the Provost and CAO, including recurring meetings and critical commitments.
Anticipate meeting needs and coordinate with University offices to gather materials and complete advance work.
Track and follow up on action items resulting from meetings.
Provide administrative support for the Board of Trustees’ Academic Affairs Committee and related working groups.
Collect, compile, and analyze complex information requests.
Assist with the Academic Policy, Budget and Planning (APBP) Committee and provide administrative support to the Provost as its chair.
Prepare memos, correspondence, and other materials for the Provost and CAO to review and sign.
Maintain and update distribution lists, email lists, committee records, and related documents.
Communicate and distribute information on behalf of the Provost and CAO.
Coordinate travel arrangements for the Provost and CAO.
Maintain Academic Affairs and University Committee records annually.
Support institutional accreditation processes and provide administrative oversight and leadership for assigned accreditation duties.
Communicate and/or interpret policies, decisions, and documents issued by external entities on behalf of the Provost.
Serve as the welcoming first point of contact for visitors to the Office of the Provost.
Coordinate the Vice Provost’s meeting schedules and calendars to align with the Provost’s calendar and strategic priorities.
Identify opportunities to improve the quality, efficiency, responsiveness, and effectiveness of administrative services provided by the Provost and CAO team.
Schedule and coordinate conference room use and standing meetings.
Arrange meeting room setups, catering, supplies, technology, and other logistical needs.
Prepare official communications from the Provost to internal and external constituents.
Serve as a Buyer in Workday for the Office of the Provost and reconcile the Provost Area purchasing cards in Workday.
Maintain office supplies and place orders as needed.
Prepare and distribute communications and memos on behalf of Office of the Provost members and others conducting business within the Provost Area.
Update Office of the Provost webpages as needed.
Support Academic Affairs hiring activities, including position postings, interview and hiring processes, and onboarding of new employees.
Support Academic Affairs budget operations and planning, including coordination with the Senior Director of Academic Financial Affairs.
Support faculty recognition activities associated with the University’s fall Faculty Convocation and recognition events for special occasions.
Collaborate on assigned special projects and University initiatives.
Support annual institutional recognition ceremonies, including Commencement, Doctoral Hooding, Nursing Pinning, and Honors ceremonies, by planning the Provost’s participation, coordinating schedules, preparing speeches with the Communications office, and providing logistical support.
Support the Provost’s participation in other key institutional events, such as admissions, orientation, Homecoming, and community engagement events.
Perform other administrative duties in support of the Provost and CAO and the Office of the Provost as assigned.