Executive Assistant to the Dean and Graduate School Office Manager

Summary

Brown University is a leading research university with a student-centered learning environment and a strong sense of purpose. The Executive Assistant provides high-level administrative support to the Dean of the Graduate School while managing the Graduate School office, including calendars, meetings, travel, events, projects, financial processes, and confidential information. The role also supports senior leadership and oversees office logistics, suppliers, expenses, facilities, and visitor reception.

Responsibilities

• This position is responsible for providing critical, high-level administrative support to the Dean of the Graduate School, selective administrative support for senior leadership in the Graduate School, and central management of the office of the Graduate School
• The Executive Assistant manages the Dean’s calendars and scheduling; coordinates meeting preparation and follow up, including gathering background materials, preparing meeting materials, and keeping minutes; is a collaborative partner and advocate for the Dean’s initiatives; makes travel arrangements; assists with special projects and events; supports searches for staff positions in the Graduate School; and supports the Dean in financial processes in the School
• The Executive Assistant serves as the first point of contact for meeting requests and general inquiries to the Dean
• The Executive Assistant also serves as Graduate School Office Manager, with administrative support for Graduate School senior leadership and logistical support for Graduate School events
• In this capacity the position provides project management support, including scheduling support for Graduate School senior leadership level meetings and office-wide meetings
• The individual also provides support for Graduate School event planning, conference room management, facility requests, office supply ordering, as well as supplier and expense report management
• Additionally, the position assists with the general reception of visitors to the Graduate School’s Office

Skills

• Bachelor's Degree and 3 to 5 years of administrative experience, particularly supporting an executive or related experience, or equivalent combination of education/experience
• Extremely high level of analytical, planning, and organizational skills with a strong customer service orientation
• Exceptional oral and written communication skills with the ability to effectively support and serve a diverse population
• Excellent organizational, project management, communications, and production skills involving multiple, simultaneous projects
• Computing proficiency with strong knowledge of Microsoft Office software programs, including Word, Excel, and PowerPoint
• Advanced knowledge of Google calendar management
• Demonstrated high-level of discretion, confidentiality, attention to detail and the ability to take initiative in problem solving
• Ability to work independently and collaboratively to ensure effective management of all office functions
• Ability to learn new processes with minimum supervision
• Close attention to detail and follow-through on projects and tasks
• Strong interpersonal skills in order to work successfully with colleagues and represent the Graduate School with tact, discretion and professionalism
• Capacity to multitask, keep calm under pressure, prioritize and confidence to seek assistance/guidance when needed
• Higher education experience preferred
• Experience managing a difficult calendar, coordinating complex travel arrangements, and drafting correspondence, or related experience preferred

Qualifications

Must Haves

• Bachelor's Degree and 3 to 5 years of administrative experience, particularly supporting an executive or related experience, or equivalent combination of education/experience
• Extremely high level of analytical, planning, and organizational skills with a strong customer service orientation
• Exceptional oral and written communication skills with the ability to effectively support and serve a diverse population
• Excellent organizational, project management, communications, and production skills involving multiple, simultaneous projects
• Computing proficiency with strong knowledge of Microsoft Office software programs, including Word, Excel, and PowerPoint
• Advanced knowledge of Google calendar management
• Demonstrated high-level of discretion, confidentiality, attention to detail and the ability to take initiative in problem solving
• Ability to work independently and collaboratively to ensure effective management of all office functions
• Ability to learn new processes with minimum supervision
• Close attention to detail and follow-through on projects and tasks
• Strong interpersonal skills in order to work successfully with colleagues and represent the Graduate School with tact, discretion and professionalism
• Capacity to multitask, keep calm under pressure, prioritize and confidence to seek assistance/guidance when needed

Nice to Haves

• Higher education experience preferred
• Experience managing a difficult calendar, coordinating complex travel arrangements, and drafting correspondence, or related experience preferred

Benefits

• Flexible work/life balance
• Summer hours
• Winter break
• Time off
• Annual paid holidays
• Health benefits
• Dental benefits
• Vision benefits
• Tuition assistance
• Retirement benefits
• Wellness benefits
• Employee discounts