Senior Executive Assistant - Spanish

VIVA USA Inc.; Cambridge (MA); On-site; USD 50,000 - 70,000; Full time

Job summary

An educational institution is seeking a Senior Executive Assistant to provide administrative support for its Faculty Director. Key responsibilities include managing complex schedules, arranging travel, and drafting correspondence. The ideal candidate will possess strong communication skills and prior experience in administrative roles, with Spanish fluency being a bonus. This is a full-time position in Cambridge, Massachusetts, with occasional overtime.

Qualifications

• Proven experience providing high level administrative support.
• Ability to manage complex schedules and international travel.
• Fluency in Spanish is a plus.

Responsibilities

• Manage a complex calendar for the Faculty Director.
• Arrange international and domestic travel arrangements.
• Draft and edit correspondence for the faculty.

Skills

Excellent communication skills

Experience in administrative support

Spanish fluency

Adaptable and flexible

Detail-oriented

Technical proficiency (Microsoft, Zoom, Teams, SharePoint)

Education

High School Graduate

Job description

2 days ago Be among the first 25 applicants

The Senior Executive Assistant provides comprehensive administrative and logistical support for a Vice President, Dean, or senior Director, with a high degree of initiative, judgment, and discretion. Acting as the primary liaison with unit customers, including faculty, students, staff, and external organizations, the role requires seamless collaboration and coordination with team members and peers from other units to achieve organizational objectives. Responsibilities include managing complex schedules, handling frequent reprioritizations, assembling resources, and ensuring the senior faculty is well-prepared for all commitments. Additionally, the position involves developing an understanding of major priorities, standing meetings, and the academic calendar while rapidly grasping University and unit policies and procedures. Otherdutiesmay encompass email management, technical troubleshooting, event and travel planning, budget monitoring, day to day supervision and guidance of the work of personnel, and document preparation. Essential qualities include exceptional communication skills, interpersonalabilities, discretion with sensitive information, and internet research expertise. The ideal candidate demonstrates both self-sufficiency and a team-oriented mindset, attention to detail, organizational prowess, proactive problem-solving, and a commitment to optimizing processes and workflows.

Responsibilities

• Managing a complex calendar for the Faculty Director, coordinating high-level meetings within and outside clientat the global level working across multiple time zones;
• Arranging internal research team meetings, preparing materials and agenda, and ensuring Faculty is briefed on action items prior to meetings;
• Managing and coordinating all aspects of international and domestic travel arrangements including working with a client approved travel agency to book flights and hotels, visas, and all other travel related documents;
• Maintain a well-organized, high-volume multilingual inbox for the faculty member, ensuring timely daily responses and flagging high-priority messages requiring immediate attention;
• Managing correspondence: drafting & editing letters, memoranda, responding to invitations and meeting requests, and all other correspondence requests that the Faculty requires;
• Managing strategic relationships with high-level donors and key contacts, ensuring timely follow-up and drafting sensitive communication;
• Support the Faculty Assistant in providing course support including editing course syllabi, proofreading lecture/course materials, compiling readings, and updating information on the online course page, coordinating student office hours, maintaining the Faculty Director’s webpage and liaising with teaching fellows and course assistants. Working with the Communications and Media Services to ensure all course material is recorded and up to date;
• Serving as the main public representative of the Growth Lab to all visitors and handling all general inquiries on campus, via email, and over the telephone;
• Work with the Faculty Assistant in processing and assisting with financial payments through Concur, including vendor invoices, individual reimbursements, and other accounts payable and receivables;
• Supporting a diversity of projects such as conference and event logistics, proposal and presentation editing and document support; and
• Working with the executive director, program, and research directors to prioritize meetings and conference attendance of team members and faculty.

Qualifications

Required Education: High School Graduate

Desired skill set:

• Excellent communication skills (verbal and written);
• Experience providing high level administrative support and complex calendar coordination and international and domestic travel;
• Friendly, professional;
• Adaptable, flexible and able to multitask; excellent attention to detail; comfortable working with high-profile individuals, collaborative;
• Spanish fluency (written/spoken) would be very helpful;
• Good command of Microsoft, Zoom, Teams and SharePoint;
• Able to adapt to new technologies.

8-hours day/40 per week with occasional OT