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 provides 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 ensuring efficient operations within the office. The position requires a proactive approach to problem-solving and a commitment to fostering a diverse 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, Zoom meetings, and catering.
• 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 excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with collaborators across campus.
• Expert level written and verbal communication skills and knowledge of business correspondence etiquette.
• Strong decision-making capability and good judgment.
• Highly resourceful team player with the ability to manage multiple tasks under competing deadlines.

Nice-to-haves

• Eager to learn and implement new technologies and software.

Benefits

• Health insurance
• Paid holidays
• Professional development opportunities
• Flexible scheduling
• Diversity and inclusion programs