Junior Executive Assistant - $32-40/hour

ProPivotal; Cambridge (MA); On-site; USD 44,000 - 55,000; Full time

Job summary

ProPivotal in Cambridge, MA is seeking a highly organized Junior Executive Assistant to support a senior academic leader with calendar coordination, course preparation, and event logistics.

This on-site role provides exposure to a renowned faculty member at a premier business program and requires at least 3 years of administrative experience and strong multitasking. Proficiency with Google Calendar, Zoom, and Asana is essential.

Qualifications

• Minimum 3 years of recent administrative experience in a professional office setting.
• Demonstrated success managing complex calendars and coordinating meetings with multiple stakeholders.
• Experience supporting high-level executives or faculty in a fast-paced environment.
• Nice-to-have: event coordination or logistics in an academic or nonprofit setting.
• Nice-to-have: exposure to student-facing support functions such as class enrollment or academic scheduling.

Responsibilities

• Coordinate complex calendar scheduling in real-time, ensuring alignment with daily availability and ongoing commitments.
• Serve as the central point of contact for internal and external meeting arrangements.
• Support academic course preparation, including assembling course packets, drafting syllabi, and managing class waitlists.
• Organize logistics for academic events such as conferences, guest lectures, workshops, and student dinners.
• Arrange travel and accommodations primarily for visiting guests and speakers.
• Communicate regularly with the Faculty Director to ensure seamless support throughout the day.

Tools

Google Calendar

Zoom

Asana

Job description

We are seeking a highly organized Junior Executive Assistant to support a senior academic leader with daily calendar coordination, course preparation, and event logistics.

This is a great opportunity for a Senior Administrative assistant or Admin Level II to work with a well-known and popular Faculty member at one of the premier business programs in the world.

The pay for this role is between$32-40/hour based on experience and has an on-site work set-up in Cambridge, MA

Key Responsibilities:

• Coordinate complex calendar scheduling in real-time, ensuring alignment with daily availability and ongoing commitments
• Serve as the central point of contact for internal and external meeting arrangements
• Support academic course preparation, including assembling course packets, drafting syllabi, and managing class waitlists
• Organize logistics for academic events such as conferences, guest lectures, workshops, and student dinners
• Arrange travel and accommodations primarily for visiting guests and speakers
• Communicate regularly with the Faculty Director to ensure seamless support throughout the day

Required Experience:

• Minimum 3 years of recent administrative experience in a professional office setting
• Demonstrated success managing complex calendars and coordinating meetings with multiple stakeholders
• Experience supporting high-level executives or faculty in a fast-paced environment

Nice-to-Have Experience:

• Prior experience supporting event coordination or logistics in an academic or nonprofit setting
• Exposure to student-facing support functions, such as class enrollment or academic scheduling

Required Skills:

• Proficient with Google Calendar for high-volume scheduling
• Strong Zoom meeting setup and coordination skills
• Experienced with task management tools such as Asana
• Ability to work on-site in Cambridge, MA