Administrative Assistant, Office of the President

Wentworth Institute of Technology; Boston (MA); On-site; USD 53,000 - 64,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

Wentworth Institute of Technology in Boston, MA seeks an Administrative Assistant for the Office of the President. This role provides high-level administrative and operational support to the Office of the President and Senior VP of Finance and Administration, handling calendars, correspondence, meetings, and confidential matters.

You will coordinate complex scheduling, draft materials, support contracts and office operations, and collaborate with senior leaders and external partners.

Qualifications

• Bachelor’s degree preferred or equivalent combination of education and experience.
• Minimum 3 years of progressively responsible administrative support experience, preferably supporting senior-level executives in higher education, nonprofit, corporate, or similarly complex environments.
• Experience coordinating calendars, meetings, and administrative processes for senior leaders.

Responsibilities

• Provide administrative support to the Office of the President and direct scheduling support for the Senior Vice President of Finance and Administration.
• Manage complex calendar coordination for the Senior VP, including scheduling meetings, resolving conflicts, and prioritizing requests.
• Draft, proofread, and manage correspondence, meeting materials, and admin documents with accuracy and professionalism.
• Support meeting logistics, including room reservations, catering, technology arrangements, and materials preparation.
• Assist with mail distribution, supply ordering, file management, and maintaining organized office systems.
• Support contract administration workflows and keep the contract database organized and compliant.
• Coordinate events and special functions and maintain confidential information with discretion.

Skills

Calendar management

Organization

Written communication

Verbal communication

Discretion & confidentiality

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Adobe

Job description

Job Description

Administrative Assistant, Office of the President

Position Summary:

The Administrative Assistant for the Office of the Presidentprovides high-level administrative and operational support to theOffice of the President and the Senior Vice President of Financeand Administration. This role is responsible for ensuring theefficient day-to-day functioning of the office through strongorganizational management, administrative coordination, andresponsive support to senior leadership. The Administrative Assistant serves as a professional point ofcontact for internal and external constituents and is expected toexercise exceptional discretion, judgment, and professionalism inhandling sensitive and confidential matters. This position requiresa highly organized, proactive, and adaptable individual who thrivesin a fast-paced, dynamic environment and is capable of managingcompeting priorities with accuracy and efficiency. In addition, theAdministrative Assistant is entrusted with highly sensitive andconfidential information and is expected to exercise exceptionaljudgment, professionalism, discretion, and customer service in allinteractions. Reporting to the Operations Manager for the Office of the President, the Administrative Assistant plays a key role insupporting executive operations, contract administration workflows,and general office management functions.

Essential Duties and Responsibilities:

Executive and Administrative Support

• Provide administrative support to the Office of the Presidentand direct scheduling support for the Senior Vice President ofFinance and Administration.
• Manage complex calendar coordination for the Senior VicePresident of Finance and Administration, including schedulingmeetings, resolving conflicts, and prioritizing requests inalignment with institutional priorities.
• Serve as a professional and responsive point of contact forfaculty, staff, students, external partners, and visitors interacting with the Office of the President.
• Draft, proofread, and manage correspondence, meeting materials,and administrative documents with a high degree of accuracy andprofessionalism.
• Support meeting logistics, including room reservations,catering coordination, technology arrangements, and preparation ofmaterials.
• Assist with general office operations, including maildistribution, supply ordering, file management, and maintainingorganized office systems.
• Support special projects and initiatives originating from the President's Office and Executive Council.

Contract Administration and Operational Coordination

• Support contract administration processes for the Senior VicePresident of Finance and Administration by tracking approvals, andmonitoring execution timelines.
• Help maintain and organize the institution’s contract databaseand related records to ensure accuracy, accessibility, andcompliance with established processes.
• Coordinate with internal departments and external vendors tofacilitate timely completion of contract-related workflows.
• Assist in maintaining administrative procedures and trackingsystems that improve operational efficiency andaccountability.

Office Operations and Communication

• Support the Operations Manager in maintaining efficientworkflows and administrative processes within the Office of the President.
• Prioritize and manage multiple assignments simultaneously whileresponding effectively to shifting priorities and deadlines.
• Coordinate institutional events, presidential receptions,ceremonies, and other special functions as assigned.
• Handle sensitive and confidential information with the utmostdiscretion and professionalism.
• Maintain strong working relationships with senior leadership,faculty, staff, and external constituents.
• Contribute to a professional, collaborative, andservice-oriented office environment.
• Perform other duties and special projects as assigned insupport of the Office of the President and institutionalpriorities.

Qualifications:

• Bachelor’s degree preferred or equivalent combination ofeducation and experience.
• Minimum 3 years of progressively responsible administrativesupport experience, preferably supporting senior-level executivesin higher education, nonprofit, corporate, or similarly complexenvironments.
• Demonstrated ability to manage multiple priorities in a fast-paced and demanding environment.
• Exceptional organizational skills and attention todetail.
• Strong written and verbal communication skills.
• Proven ability to exercise sound judgment and maintainconfidentiality with sensitive information.
• Experience coordinating calendars, meetings, and administrativeprocesses for senior leaders.
• Experience supporting virtual and hybrid meetings usingMicrosoft Teams, Zoom, and related conferencing technologies.
• Proficiency with Microsoft Office Suite, Adobe, and relatedadministrative technologies.

Preferred Skills, Knowledge and Abilities:

• Demonstrates technological fluency and a commitment toleveraging technology to improve efficiency, organization,communication, and service delivery within the Office of thePresident.
• Highly organized, proactive, and dependable.
• Commitment to inclusive and exceptional customer service andconstituent engagement.
• Ability to work independently while also collaboratingeffectively as part of a team.
• Professional demeanor with strong discretion and emotionalintelligence.
• Ability to anticipate needs, adapt quickly, and managecompeting priorities with composure.

Reporting Structure:

This position reports to the Operations Manager for the Office of thePresident and works closely with the President, Senior Vice President of Finance and Administration, Senior Vice President of Strategy, Planning, and Enrollment, Executive Council members, andother institutional stakeholders.

Position Details:

The job grade for this position is Grade 4. The expected hourly range for this position is between $27.18 -$32.82 which reflects what we reasonably expect to pay for this role. At this time, the university is unable to sponsor applicants forH-1B visas. This is an in-person position with a 37.5-hour work weekschedule.

Compensation and Benefits

Wentworth Institute of Technology is committed to fair,transparent, and legally compliant compensation practices. Webelieve that clarity about pay structures and ranges supportsequity, fosters trust, and ensures a positive workplace for allemployees. Please visit here to see the comprehensive benefits package offeredto support the best experience for our employees. https://wit.edu/careers/work-wentworth

Inclusive Excellence at Wentworth

Inclusive Excellence is one of the four pillars of the Strategic Plan. Actively and intentionally cultivating adiverse and culturally competent institution where each member hasthe opportunity and support to reach their full potential and makecontributions to our campus community and beyond is InclusiveExcellence at Wentworth. To find out more about the Wentworth’s commitment to InclusiveExcellence, please visit the website https://wit.edu/about/inclusive-excellence. All applicants have the right to accessibility support andaccommodations. To request accessibility support or accommodations,contact the Executive Director of Equity and Compliance, CatlinWells, at [e-mail].

E-Verify for Employment Eligibility Verification (FormI-9)

Wentworth participates in E-Verify. E-Verify is an internet-basedsystem that compares information from your Form I-9 to recordsavailable to the U.S. Department of Homeland Security (DHS) andSocial Security Administration (SSA) to confirm that you areauthorized to work in the United States.