Executive Assistant to the Provost

Smith College - Northampton, MA

Full-time - Mid Level

Northampton, MA

Educational Services

About the position

The Executive Assistant to the Provost at Smith College is responsible for providing high-level administrative support to the Provost and her office. This role involves managing the Provost's calendar, correspondence, and travel, while also anticipating her needs and exercising good judgment. The position requires a proactive approach to problem-solving and the ability to maintain confidentiality. The Executive Assistant will also support the Associate Provost and Associate Dean of Faculty, contributing to a respectful and inclusive work environment.

Responsibilities

• Anticipate and provide for the immediate and long-term administrative needs of the provost, including daily briefings.
• Provide problem-solving and triage for incoming requests and issues to minimize demands on the provost's time.
• Develop new systems, policies, and procedures to improve efficiency and performance.
• Manage the provost's expenses and travel, including booking and itineraries.
• Assist with special projects, e.g., conferences, searches, special events.
• Manage an extremely active calendar of appointments and schedule meetings.
• Coordinate meeting preparations, including daily briefings and Zoom setups.
• Serve as a gatekeeper for the provost's schedule by triaging incoming requests.
• Schedule routine meetings for the Associate Provost and Associate Dean of Faculty.
• Monitor voicemail and email, answer phones, and order routine office supplies.

Requirements

• Bachelor's degree and five years of administrative support experience, preferably at the executive level.
• Proficient in Zoom, Google Workspace, Microsoft Word, Excel, and PowerPoint.
• Experience working with individuals from diverse backgrounds.
• Superior organizational skills and attention to detail.
• Strong interpersonal skills and ability to build relationships across campus.
• Expert level written and verbal communication skills.
• Strong decision-making capability and good judgment.
• Ability to manage multiple tasks under competing deadlines.

Nice-to-haves

• Eager to learn and implement new technologies and software.

Benefits

• Competitive salary
• Opportunities for professional development
• Inclusive work environment
• Access to college resources and facilities