Executive Assistant to the Provost

smithcollege; United States; On-site; USD 88,082,000 - 107,654,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

Smith College seeks an Executive Assistant to the Provost and Dean of Faculty to provide high‑level administrative and operational support, manage the provost's calendar, travel, and materials, and assist with special projects and communications.

The role requires a Bachelor's Degree and 5+ years of experience, proficiency in Zoom and Google Workspace, strong organizational and communication skills, and discretion handling confidential matters.

Qualifications

• Bachelor's degree and 5+ years of experience required.
• Proficiency in Zoom, Google Workspace, Word, Excel and PowerPoint.

Responsibilities

• Provide executive support to the Provost and Dean of Faculty and manage calendars.
• Coordinate meetings, travel, and preparation of materials; support special projects.
• Draft remarks and communications; assist with department initiatives as assigned.

Skills

Superior organizational skills

Attention to detail

Interpersonal skills

Written and verbal communication

Decision making

Team player

Discretion with confidential matters

Ability to manage multiple tasks

Adaptability to shifting priorities

Learning new technologies

Education

Bachelor's Degree

Tools

Zoom

Google Workspace

Microsoft Word

Excel

PowerPoint

Job description

Department

Provost/Dean of Faculty

Job Description

Job Summary

The Executive Assistant to the Provost and Dean of Faculty provides critical, high-level administrative and operational support and is an integral member of the team in the Office of the Provost and Dean of the Faculty. Reporting to the Director of Academic Operations and Special Advisor to the Provost, the Executive Assistant will be responsible for providing a wide range of highly-skilled administrative and executive level assistance to the Provost and to her office. This person will anticipate the daily needs of the provost; manage the provost's calendar, materials and correspondence; take initiative; exercise good judgment; maintain confidentiality; and function as an administrative generalist, and provide project management for select Provostial initiatives. The Executive Assistant serves as a trusted partner in managing the provost's time, and is responsible for organizing the general functions of the Office of the Provost. They manage complex calendars; support meetings and events; arrange travel and itineraries; complete special projects as needed.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Executive Support to the Provost (50%)

• 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
• Assist with drafting remarks and communications for the Provost
• Project manage select provost initiatives, e.g., strategic initiatives as assigned
• Compile information, and prepare materials to support decision-making, as requested

Calendar Management for the Provost (30%)

• Manage an extremely active calendar of appointments and schedule meetings
• Coordinate meeting preparations, e.g., prepare daily briefings, invite and communicate with invitees, set up Zoom meetings and coordinate equipment set up for Zoom, reserve space, order catering, and load presentation materials for Provost meetings and events
• Serve as a "gatekeeper" for the provost's schedule by triaging incoming requests for the provost's time
• Use good judgment to ensure the provost's time is scheduled according to agreed-upon priorities and protocols

Calendar Support beyond the Provost (10%)

• Schedule routine meetings at the start of the year for the Associate Provost and Associate Dean of Faculty
• Provide schedule support for select meetings and interviews for the Associate Provost throughout the year

Office Support and Other duties as assigned (10%)

• Monitor voicemail and email, answer phones
• Order routine office supplies, including arranging for equipment maintenance (eg. copier/printer)
• Work with supervisor to review and provide general office management

MINIMUM REQUIRED Qualifications (education, experience, certifications, licenses, knowledge, skills)

• Bachelor's Degree and 5 or more years experience
• Proficiency in Zoom, Google Workspace, Microsoft Word, Excel and PowerPoint

Skills:

• Superior organizational skills that reflect an ability to work independently and to follow through on assignments
• 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
• Demonstrated ability to initiate and manage multiple tasks under competing deadlines and shifting priorities
• Ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Professionalism and discretion in handling confidential matters
• Forward looking thinker and problem-solver
• Flexibility and poise when responding to unanticipated events
• Eager to learn and implement new technologies and software

Preferred Qualifications

• Experience working at a college or university in a senior executive office.
• Familiarity with higher education governance, communications
• Experience with Google calendar scheduling

Compensation

In addition to a competitive benefits package, pay for this role is typically between $30.74 - $37.57 hourly covering the middle half of market compensation. Actual compensation will vary based on individual qualifications.

Position Type

Regular