Executive Administrative Assistant

The Planet Group; Massachusetts; On-site; USD 28,000 - 41,000; Full time

Job summary

The Planet Group in Boston seeks an Administrative Assistant / Executive Assistant to provide executive-level support to the Dean of a leading university. You will manage complex calendars, coordinate meetings, prepare executive materials, and handle confidential information with discretion.

Responsibilities include drafting correspondence, coordinating with faculty, staff, and external partners, and supporting office operations and special projects in a fast-paced environment.

Qualifications

• 3+ years of Administrative Assistant, Executive Assistant, or Executive Administrative Support experience.
• Experience supporting senior leaders, executives, directors, deans, or C-suite stakeholders.
• Strong calendar management and meeting coordination experience.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to manage multiple priorities in a fast-paced environment.
• Strong organizational skills, attention to detail, and professionalism.

Responsibilities

• Manage and coordinate the Dean's complex calendar, meetings, and appointments.
• Proactively identify and resolve scheduling conflicts.
• Prepare agendas, meeting materials, briefing documents, and executive correspondence.
• Coordinate meetings with internal and external stakeholders.
• Manage and monitor a shared departmental inbox, prioritizing and routing communications appropriately.
• Track inquiries, action items, and follow-up requests to ensure timely completion.
• Serve as a professional point of contact for faculty, staff, students, and external partners.
• Draft, edit, proofread, and format reports, presentations, and executive communications.
• Handle confidential and sensitive information with discretion.
• Support office operations and special projects as needed.

Skills

Calendar management

Meeting coordination

Executive support

Communication

Multitasking

Detail oriented

Microsoft Office

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

Pay Rate: Up to $20-$30/hr

About the Role

We are seeking a highly organized and professional Administrative Assistant / Executive Assistant to provide executive-level support to the Dean of a leading university in Boston. This role will support the Office of the Dean by managing complex calendars, coordinating meetings and communications, preparing executive materials, and ensuring efficient day-to-day operations.

Key Responsibilities

• Manage and coordinate the Dean's complex calendar, meetings, and appointments.
• Proactively identify and resolve scheduling conflicts.
• Prepare agendas, meeting materials, briefing documents, and executive correspondence.
• Coordinate meetings with internal and external stakeholders.
• Manage and monitor a shared departmental inbox, prioritizing and routing communications appropriately.
• Track inquiries, action items, and follow-up requests to ensure timely completion.
• Serve as a professional point of contact for faculty, staff, students, and external partners.
• Draft, edit, proofread, and format reports, presentations, and executive communications.
• Handle confidential and sensitive information with discretion.
• Support office operations and special projects as needed.

Required Qualifications

• 3+ years of Administrative Assistant, Executive Assistant, or Executive Administrative Support experience.
• Experience supporting senior leaders, executives, directors, deans, or C-suite stakeholders.
• Strong calendar management and meeting coordination experience.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong organizational skills, attention to detail, and professionalism.

Preferred Qualifications

• Experience supporting leadership within higher education, academic, healthcare, or nonprofit organizations.
• Experience managing executive inboxes and preparing meeting briefings.
• Proven ability to work independently and exercise sound judgment.