Executive Assistant

Job Description

Job Description

Job Summary

In alignment with the Cleveland Institute of Music’s Mission, Vision and Institutional Learning Goals, the Executive Assistant to the Executive Offices (EA) provides day-to-day management and operational oversight of the Office of the Provost via planning, scheduling, communication, and meeting logistics; provides backup support to the President | CEO and Chief of Staff; and ensures a culture of hospitality and operational support across the Executive Offices. The EA provides administrative support that allows the Executive Offices to operate proactively, collaboratively, and efficiently while building bridges between and among the members of the President’s Council, Provost’s Council, faculty, students, administrators, trustees, and external partners.

Primary Duties and Responsibilities

• Provide administrative support to the Executive Offices and manage the day-to-day operations for the Office of the Provost:
  • Manage Provost’s calendar, meetings, and travel, and support scheduling for the President and VP of Finance as delegated.
  • Coordinate event and meeting logistics: invitations, tech, catering, setup/teardown.
  • Prepare research, reports, data, analysis, and presentations as assigned.
  • Draft and coordinate communications from the Provost.
  • Monitor assigned budgets; prepare expense reports and accounting submissions.
  • Maintain accurate records and filing systems.
  • To ensure best-in-class hospitality, manage supplies, materials, beverages, and snacks; and maintain clean and presentable office and workspaces.
• Staff assigned committees and meetings, including Provost’s Council and All‑Employee Meetings; take and distribute minutes.
• Project manage or support major events, including Convocations and Commencement.
• Coordinate communication among Provost, Academic Leadership, Academic Enterprise staff, and faculty, and ensure timely compliance with key Academic Enterprise deliverables.
• Collaborate with and provide backup to the Chief of Staff as needed.
• Contribute to CIM and the Executive Offices by performing other duties as assigned.

Education, Experience and Qualifications

• Bachelor’s degree preferred. Demonstrated significant and relevant professional experience accepted in lieu of degree.
• At least five years of increasingly responsible administrative experience, with a preference for having worked as an assistant to a person in an executive role.
• Experience in a higher education institution and/or non-profit arts organization preferred.
• Excellent verbal and written communication skills – including precise command of grammar and spelling - as well as ability to interact effectively and diplomatically with a wide range of constituencies and stakeholders.
• Able to work independently, solve problems, and make decisions quickly in an environment with competing deadlines.
• Reliable organizational skills, attention to detail and ability to meet deadlines consistently.
• Proficiency with word processing, spreadsheets, and presentation software and meeting/conference software and technology.
• Ability to maintain discretion and confidentiality handling sensitive information.
• Love for music and the arts along with a passion for helping young people thrive.

Job Competencies

• Interpersonal Skills
• Problem Solving
• Project Management
• Productivity

• Collaborative and team oriented

Working Conditions/Physical Requirements

• Most of the work will take place in an office with heavy phone and PC usage.
• Some evening and weekend work is required.

Direct Reports

• None.

9 am to 5 pm Monday - Friday; some evenings and weekends may be required
35 hours per week - overtime eligible