The Executive Assistant has in depth understanding of departmental issues and how they support the University. The position serves as a central liaison between the Director, department staff, faculty, and other constituents with whom the department interacts. The Executive Assistant pro-actively organizes the Directorâ™s schedule, manages various administrative functions, and monitors critical phases of important projects. S/he is relied upon to research, analyze, and write reports to effectively support the work of the Directorâ™s office, which includes independent project management.
Schedule and maintain the calendar for the Director using sound judgment about use of the Directorâ™s time.
Anticipate cyclical events to support long range planning and scheduling.
Ensure that the Director and meeting participants are well prepared for all meetings. Anticipate participants, obtain needed information, and draft agendas. Finalize plans with the Director.
Ensure participants receive information with sufficient lead time so that meetings are productive.
Attend meetings as needed, take and distribute meeting notes, and follow-up to ensure that agreed upon actions are taken.
Provide high level executive support.
Review and process all incoming correspondence and other communications using discretion to determine what can be handled by the Executive Assistant, what should be routed to other staff, faculty, and what issues must be personally handled by the Director.
Draft responses and prepare reports, researching information as required.
Distribute requested information to other staff as appropriate and follow-up as needed to ensure responses are completed accurately and on-time.
Anticipate needs, collect information, analyze and draft executive summaries, or prepare reports that will enhance decision making.
Supervision and project management.
Communicate the Directorâ™s plans and instructions to staff responsible for carrying out projects and initiatives and follow-up at various milestones to ensure work in on track.
Keeps the Executive Director informed of project status with sufficient regularity and lead-times so that timely corrective action can be taken if needed.
Communicate through regular and ad hoc department meetings.
Complete projects as assigned that may require extensive research, analysis, and writing.
Oversee event planning.
Pro-actively plan for standing and ad hoc meetings and events.
Research and propose venues, food and beverage options, and room and equipment set-ups appropriate to support meeting/event objectives.
Estimate costs and manage meeting within approved budget.
Coordinate schedules among participants.
Ensure invitations and RSVPs are extended and recorded. Assist with seating plans.
Review contracts and agreements to ensure accuracy of terms and intent.
Coordinate all logistics, finalize arrangements and attend as appropriate to facilitate on site event management.
Associates degree or equivalent combination of skills and experience, plus five to six years of administrative experience. Experience in a university setting, preferred.
Strong organizational, administrative and time management skills. Initiative and judgement to independently problem solve and prioritize.
The ability to independently develop and implement short and long term goals. Ability to work independently, but also as a strong team member when the situation warrants.
Supervisory experience required.Effective delegation skills and ability to coordinate the work of others.
Confident public relations and interpersonal skills. Competent oral and written communication skills and good command of English language and grammar necessary.
Computer expertise and continued interest in maintaining skills: Computer proficiency including knowledge of Microsoft Word, Filemaker Pro, Excel and familiarity with the Internet.
It is important that the Executive Assistant take pro-active measures to become and remain informed about University policies and initiatives and the role of the department in supporting them to effectively support the Director in planning, prioritizing, and communicating to achieve desired results.
This is a 3-year grant-funded position with the possibility of renewal.
All offers of employment are contingent upon a criminal and education records check satisfactory to Brown.
Recruiting Start Date:
Job Posting Title:
Senior Academic Officers
Fixed Term (Fixed Term)
Scheduled Weekly Hours:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.
Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.
Internal Number: REQ150738
About Brown University
Located in historic Providence, Rhode Island and founded in 1764, Brown University is the seventh-oldest college in the United States. Brown is an independent, coeducational Ivy League institution comprising undergraduate and graduate programs, plus the Alpert Medical School, School of Engineering, Executive Master of Healthcare Leadership and the IE Brown Executive MBA.