<span>Executive Assistant to the Provost</span>

Babson College - Wellesley, MA

Full-time - Mid Level

Wellesley, MA

Educational Services

About the position

The Executive Assistant is a vital member of the Provost's senior staff, directly reporting to the Provost and providing high-level executive support. This role encompasses a wide range of complex assignments that are essential to the Provost's duties, ensuring that all administrative support aligns with the Provost's priorities and the overarching mission, goals, and values of Babson College. The Executive Assistant is committed to continuous quality improvement and outstanding service, catering to a diverse array of internal and external stakeholders while maintaining a standard of excellence within the Office of the Provost. In this position, the Executive Assistant will manage the Provost's calendar and logistics, acting as the primary individual responsible for optimizing the Provost's time and efficiency. This includes serving as the main liaison between the Provost and their direct reports, facilitating the flow of information, and identifying collaboration opportunities. The role also involves organizing and developing outcome-based senior team sessions, tracking key performance measures, and supporting the Provost's engagement in various professional and community functions. The Executive Assistant will promote a positive image of the Provost's Office by managing visitor interactions, responding to inquiries, and ensuring effective communication. Additionally, the role requires oversight of correspondence and documents, travel arrangements, budget management, and records management. The Executive Assistant will also draft correspondence, conduct research, and prepare communication materials for meetings and presentations, contributing to a collaborative and culturally competent work environment.

Responsibilities

• Manage the Provost's calendar and logistics to optimize time and efficiency.
• Act as the primary liaison between the Provost and their direct reports and senior leadership team.
• Organize and develop outcome-based senior team sessions, including meetings and workshops.
• Track key performance measures to support the Provost's annual performance reporting.
• Coordinate a complex calendar of appointments and engagements aligned with institutional goals.
• Promote a positive image of the Provost's Office by managing visitor interactions and inquiries.
• Oversee the flow of incoming and outgoing communications and data.
• Assist the Provost in oversight functions by reviewing correspondence and documents.
• Facilitate travel arrangements and prepare associated approval forms and expense reports.
• Provide information for reports through research and data retrieval.
• Assist with budget management and financial reporting for the Provost's Office.
• Manage a complex filing system and oversee records management.
• Draft correspondence, background briefs, and preliminary talking points for the Provost.
• Conduct research on events and trends related to the Office of the Provost's initiatives.
• Support the writing of articles and speeches for high-profile opportunities.

Requirements

• Bachelor's Degree required.
• 5-7 years of experience supporting a senior level administrator in a complex environment.
• Significant knowledge and understanding of higher education.
• Exceptional communication skills, including effective writing and listening abilities.
• Ability to engage with diverse personalities and styles for productive relationships.
• Strong decision-making skills with the ability to manage multiple workstreams independently.
• Excellent prioritization and planning skills.
• Demonstrated strengths in negotiation, facilitation, and organizational skills.
• Ability to adapt to changing conditions with flexibility and agility.
• History of successful collaboration with multiple constituencies and cultural competency.
• Thorough knowledge of productivity tools, including MS Office.
• Ability to propose new methods to perform tasks and embrace change.

Nice-to-haves

• Experience in a higher education setting.
• Familiarity with budget management and financial reporting.
• Advanced skills in research and data analysis.