EXECUTIVE ASSISTANT TO THE DEAN, Strategic Initiatives

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 Position: The Executive Assistant to the Dean of Arts & Sciences is a central role supporting the Dean and activities across the College of Arts & Sciences, BUs largest college. In addition to managing the calendar and key correspondence on behalf of the Dean, the Executive Assistant provides administrative support for the Deans and the Colleges meetings and events. The Executive Assistant works closely with the Dean and the Deans senior leadership team to deliver on these priorities.

Duties and Responsibilities:

• Calendaring (35%)
  • Manage the Deans calendar with 100% accuracy.
  • The Deans assistant will be in contact with people at all levels within the University, as well as individuals outside of the University, regarding the Deans calendar.
  • The Deans assistant will also work with the Advancement Office to make travel arrangements and schedule meetings with the Dean for fundraising purposes.
  • Oversee the scheduling and preparation of the regular meetings with CAS chairs and directors, faculty meetings, and other meetings as needed. Provide administrative support for Deans initiatives, such as Dean-led committees or searches.

• Event Management (25%)
  • Responsible for managing functions, including events at Deans Residence.
  • This includes establishing a program for each event coordinating with relevant offices who may be involved with the event; consulting with catering to develop an appropriate menu and proper decor; contracting with vendors for necessary utilities and services and often requiring reconfiguration of existing space.
  • All events require personal attendance including off hours to ensure that all aspects are implemented properly and in a timely manner. These events require attention to detail.
  • Oversee several lectures throughout the course of each academic year, collaborating with relevant offices responsible for developing the program, publicity, and attendance.
  • Oversee and organize the senior staff retreats, the Deans holiday party, and other annual and occasional events as needed. Independently make decisions that best represent the Deans Office.

• Communications (25%)
  • Review and track all incoming correspondence and inquires addressed to the Dean.
  • Use independent judgment to determine its priority and redirect mail to the relevant Associate Dean for review and comments.
  • Always maintain confidentiality, as the Deans mail will contain highly sensitive information.
  • Proofread all Deans office correspondence presented for distribution.
  • Coordinate management of Dean-level communications, in collaboration with Communications Office. Also help manage relevant documents.

• Office Management (10%)
  • Guide the functioning of the Deans Office, including everything that might be needed to support the Dean and his activities.
  • This includes recommending 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.

• Miscellaneous (5%)
  • Provide support and leadership for one-off projects handled by the Deans Office.

Required Skills

• Minimum of three to five years' experience in a similar level position.
• Experience managing events. Excellent interpersonal, organizational and communication skills.
• Ability to communicate effectively, both orally and in writing. Exceptional attention to detail.
• Ability to be discrete and maturity to make decisions and act on behalf of the Dean.
• Collaborative nature with a willingness to work with a broad range of stakeholders.
• Effective time management skills, with ability to juggle multiple priorities.
• Positive, can-do attitude and outlook, with high energy to support a positive office environment. Familiarity with Microsoft Outlook and Microsoft Office.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.