Executive Assistant to the Chair

University of Massachusetts - Worcester, MA

Full-time

Worcester, MA

Educational Services

About the position

The Executive Assistant to the Chair plays a crucial role in supporting the department Chair and senior staff by performing a variety of confidential and complex duties. This position requires a high level of discretion and the ability to manage sensitive information effectively. The Executive Assistant will coordinate various academic and administrative functions, ensuring that the department operates smoothly and efficiently. This includes managing the faculty recruitment process, coordinating grant submissions, and maintaining the integrity of personnel files. The role also involves drafting and preparing correspondence, managing the Chair's calendar, and providing administrative support for special projects. The Executive Assistant will be expected to gather and organize data, perform bibliographic retrieval, and assist in the planning and execution of events and travel logistics. This position is 100% onsite, emphasizing the need for a dedicated and proactive individual who can thrive in a fast-paced environment.

Responsibilities

• Coordinate the faculty recruitment process, ensuring timely scheduling of interviews and logistics.
• Update format and assemble biosketches, publications, and other proposal submission documentation.
• Ensure assigned budgets and post-grant award accounts are balanced and communicate with vendors for prompt service.
• Coordinate the grant submission process, ensuring timely and complete submissions.
• Participate in planning and organization of the office to ensure project deliverables are met.
• Function as an intermediary in communicating sensitive information to senior administration or external sources.
• Draft, review, type, proofread, edit, and prepare routine correspondence for the Chair.
• Create, organize, and maintain the Chair's calendar, answering and screening calls, and managing incoming mail.
• Provide administrative support for special projects, preparing data and reports as needed.
• Disseminate agendas, take minutes, and follow up on communications.
• Gather, organize, and maintain data, demonstrating proficiency in data management and technical applications.
• Screen and arrange conferences, retreats, seminars, and meetings, coordinating logistics and travel arrangements.
• Greet visitors, ascertain their needs, and provide information.

Requirements

• Bachelor's Level Degree or equivalent in Business Administration, Management, Accounting, or a related field.
• 3 to 5 years of administrative and budgetary experience.
• Proficient in Microsoft Office products: Word, Excel, PowerPoint, and Outlook.
• Strong organizational, verbal, written, and interpersonal skills to interact effectively with all levels of personnel.
• Ability to prioritize tasks and problem-solve effectively.