Executive Assistant to Provost
- Provide administrative support to the Provost and manage the Office of the Provost:
- Manage Provost's calendar, appointments, meetings and travel.
- Coordinate event/meeting logistics: invites, setup, technology, catering, teardown.
- Engage with students, alumni, faculty, staff, trustees, and the public on behalf of the Provost by reviewing, prioritizing, and responding to inquiries and concerns.
- Present a positive public image of CIM for guests, visitors and external partners.
- Monitor assigned budgets and prepare and submit accounting and expense reports.
- Draft communications and ensure consistent messaging from the Provost.
- Provide and prepare research, reports, data, analysis, and presentations.
- Organize, store and make accessible accurate records and files.
- Otherwise support the Provost as they remain focused on the day's priorities.
- Staff assigned committees and meetings and take minutes, including Provost's Council, Academic Affairs Committee, and All-Employee Meetings.
- Project manage and execute major events, including Convocations and Commencement.
- Coordinate communication among academic leadership, Academic Enterprise staff, and faculty to ensure a cohesive approach to all functions supervised by the Provost.
- Manage programming, budgeting, and travel arrangements for guest artists, speakers and consultants, as well as other assigned initiatives of the Office of the Provost.
- Collaborate with and provide backup as needed to the Senior Executive Assistant to the President & CEO to ensure alignment between the President's and Provost's offices.
- Liaise with the Office of People and Culture to ensure alignment for employee-facing communications and programming led or co-led by the Office of the Provost and provide front desk support to the VP of People and Culture in the shared office suite.
- Contribute to CIM and the Office of the Provost by performing other duties as assigned.
- Bachelor's degree preferred. Demonstrated significant and relevant professional experience accepted in lieu of degree.
- At least five years of increasingly responsible administrative experience required, 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, written, and communication skills are required - including precise command of grammar and spelling - as well as ability to interact effectively and diplomatically with a wide range of constituencies.
- Able to work independently, solve problems, and make substantive decisions quickly and 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.
- Interpersonal Skills - Builds strong relationships, is flexible/adaptable, works well with others, solicits feedback.
- Problem Solving - Strives to understand contributing factors, works to resolves complex situations.
- Project Management - Monitors status of projects, thoroughly deals with project details, holds project owners accountable, delivers clear, accurate depiction of status.
- Productivity - Manges workload, works efficiently, meets goals and objectives.
- Love for music and the arts along with a passion for helping young people thrive.
- Collaborative and team oriented.
- Quick study with a bias towards action and an ability to overcome obstacles.
- Driven by an internal sense of urgency and will to succeed.
- Comfortable working with a diversity of people and personalities.
- Focused on exceptional internal and external customer service.
- Humility, commitment to service, optimism and a sense of humor.
- Derives satisfaction from helping others achieve their goals.
- Ability to maintain discretion and confidentiality handling sensitive information.
- Committed to contributing to an equitable and inclusive work and learning environment.
- Most of the work will take place in an office with heavy phone and PC usage.
- Some evening and weekend work is required.
- May occasionally supervise work-study students or interns.
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