Part-time Executive Administrator

Brandeis University; Waltham (MA); On-site; USD 42,000 - 48,000; Part time

Job summary

Brandeis University seeks a part-time Executive Administrator to support the Dean of the School of Arts, Culture and Humanities in Waltham, MA. The role requires initiative, discretion, and the ability to manage multiple priorities in a dynamic environment.

The EA will manage calendars, travel, expenses, prepare documents, and serve as the primary contact for the School, coordinating with leadership and campus partners. 17.5 hours per week.

Qualifications

• BS/BA/equivalent required plus 3-5 years related work experience
• AS/equivalent with formal administrative training plus 5 years related work experience
• Excellent organizational and prioritization skills
• Strong judgment and ability to handle confidential information with discretion
• Clear, professional communication skills
• Proactive, service-oriented mindset with high attention to detail

Responsibilities

• Administrative support for the Dean (calendar, travel, expenses).
• Design and produce complex documents, reports, and presentations for meetings.
• Primary contact for AHC; manage inquiries and sensitive communications.
• Build and maintain relationships with faculty, staff, students, alumni, donors, leadership, and external partners.
• Oversee daily operations and front-desk reception; manage supplies and workflows.
• Assist in developing office policies and procedures for future needs.
• Other duties as assigned.

Skills

Organizational skills

Prioritization

Discretion

Communication skills

Proactive mindset

Customer service

Education

BS/BA or equivalent

AS/equivalent with admin training + 5 yrs

Job description

The School of Arts, Culture and Humanities (AHC) is seeking a part-time Executive Administrator for the Dean of the School. The EA will support the AHC Dean and Director of Administration and Operations in daily activities and events. This position requires independent initiative, proactive thinking, and ability to balance multiple priorities as well as professionalism, discretion, confidentiality, sound judgment, and the ability to manage multiple priorities in a dynamic, complex environment. The EA demonstrates strong attention to detail, effective time management, and the ability to prioritize tasks in support of multiple ongoing responsibilities. They anticipate needs, adapt effectively to change, and communicate clearly and respectfully in support of the broader goals of the School.Administrative Support for the Dean (30%)Manage the Dean’s travel arrangements, including itineraries, accommodations, and transportation, and process related expenses and expense reports.Assist Dean with expense reconciliation as needed.Manage the flow of information between the Dean, Director, and key stakeholders, ensuring messages are communicated clearly, issues are addressed or elevated appropriately, and follow-up actions are completed in a timely manner.Manage the Dean’s calendar, using independent judgment to prioritize requests and resolve conflicts, including preparing for and setting up large and complex meetings with faculty and leadership across campus..School Support (30%)Assess and prioritize incoming requests, using sound judgment to determine the appropriate response, referral, or action aligned with University policies.Design and produce complex documents, reports, presentations; collect and prepare information for meetings with internal and external stakeholders; and compose and prepare executive-level correspondence.Serve as the primary point of contact for AHC, responding to and directing inquiries, managing sensitive communications, and ensuring correspondence is handled promptly and accurately.Build and maintain positive working relationships with faculty, staff, students, alumni, donors, University leadership, and external constituents.Communications (25%)Prepare correspondence for Dean as requested.Communicate to key stakeholders regarding events and activities being organized by the Dean.Relay important updates, project requirements, and action items between leadership and various teams.Office & Operations Management (10%)Oversee daily operations and front-desk reception for AHC, including supply management; administrative workflows support; and submitting and tracking facilities work orders to ensure timely resolution.Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization evolves.Other duties as assigned (5%)Please note this is a part-time position working 17.5 hours per week.The hourly range for the position is $30.71- $35Requirements:BS/BA/equivalent required plus 3-5 years of related work experience or AS/equivalent with formal administrative training plus 5 years of related work experienceExceptional organizational and prioritization skillsStrong judgment and ability to handle confidential information with discretionClear, professional communication skillsA proactive, service-oriented mindset with high attention to detailPay Range DisclosureThe University's pay ranges represent a good faith estimate of what Brandeis reasonably expects to pay for a position at the time of posting. The pay offered to a selected candidate during hiring will be based on factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience and education/training, internal peer equity, and applicable legal requirements.Equal Opportunity StatementBrandeis University is an equal opportunity employer which does not discriminate against any applicant or employee on the basis of race, color, ancestry, religious creed, gender identity and expression, national or ethnic origin, sex, sexual orientation, pregnancy, age, genetic information, disability, caste, military or veteran status or any other category protected by law (also known as membership in a "protected class").