Academic Executive Assistant

ProPivotal; Cambridge (MA); On-site; USD 28,929 - 48,216; Full time

Job summary

ProPivotal is seeking an Academic Executive Assistant to support a leading educational institution onsite in Cambridge. The role will manage diverse administrative tasks, coordinate events, and serve as a primary contact for students and faculty.

This position offers professional development opportunities and involvement in educational events and field trips. The successful candidate will have at least 5 years of experience in administration or student services, excellent communication skills,

Qualifications

• Minimum of 5 years of administrative or student services experience.
• Excellent interpersonal, verbal, and written communication skills.
• Strong organizational and time management skills.
• Ability to work independently and collaboratively.
• Proficiency with MS Office applications.

Responsibilities

• Respond to inquiries via phone and email.
• Manage graduate student appointments, grades, and thesis submissions.
• Schedule classrooms and coordinate with administrative staff.
• Maintain student records and admissions databases.
• Monitor expenses and process reimbursements.
• Support website updates and draft correspondence.
• Organize educational activities and events.
• Train administrative assistants and review procedures.
• Manage Visiting Student applications and prepare event materials.
• Provide support to the Assistant Director of Academic Programs.

Skills

Administrative experience

Student services

MS Office

Independent work

Team collaboration

Tools

MS Office

Job description

The Academic Executive Assistant role is a vital position supporting a leading educational institution. You will manage diverse administrative tasks, coordinate events, and serve as a key contact for student and faculty interactions. This onsite position offers opportunities for professional development, involvement in educational events and field trips, and contributes to a vibrant academic community. The role pays $35.00 per hour.

Why This Job Is Awesome / Your Impact

• Engage regularly with students and faculty
• Participate in numerous educational events, open houses, and field trips
• Opportunity for long-term employment and career growth
• Contribute to a dynamic academic environment

Responsibilities

• Respond to inquiries via phone and email
• Manage graduate student appointments, grades, and thesis submissions
• Schedule classrooms and coordinate with administrative staff
• Maintain student records and admissions databases
• Monitor expenses and process reimbursements
• Support website updates and draft correspondence
• Organize educational activities and events
• Train administrative assistants and review procedures
• Manage Visiting Student applications and prepare event materials
• Provide support to the Assistant Director of Academic Programs

Required Skills & Experience

• Minimum of 5 years of administrative or student services experience
• Excellent interpersonal, verbal, and written communication skills
• Strong organizational and time management skills
• Ability to work independently and collaboratively
• Proficiency with MS Office applications

Preferred Skills & Experience

• Knowledge of SAP, Concur Travel Reporting, Odyssey, Slate, Filemaker, Drupal, or similar systems
• Interest in student engagement and educational administration