Senior Executive Assistant- 4 Days a Week OnSite

YOH Services LLC
United States, Massachusetts, Boston
155 Federal Street (Show on map)
Nov 13, 2024
Senior Executive Assistant- 4 Days a Week OnSite Category: Admin/HR/Accounting/Finance Employment Type: Direct Hire Reference: BH-379816 Yoh has a Direct Hire, Senior Executive Assistant opportunity with the School of Public Health with the work location in Boston, Massachusetts. This position is located Onsite as a Hybrid 4 Days and 1 day remote *Professional Cover Letter is Mandatory* 5 - 10 years exp. required, C-Suite Support Heavy Scheduling of both international & local travel This is a unique and rare opportunity to join a dedicated administrative team supporting the School's new dean of the faculty. The EA will have a key role in establishing new workflows for supporting the priorities of the dean and the DO, and contributing to the mission of improving the lives and health of people everywhere. Being the direct support to the dean of the faculty and reporting to the director of administration, the successful candidate will be a collaborative, self-directed individual who demonstrates a solutions-oriented approach, anticipating and resolving problems with the utmost discretion and professionalism to ensure the dean's day-to-day affairs are conducted smoothly. Acting as the first point of contact for access to the dean, the Senior EA must have impeccable diplomacy and customer service skills to manage demanding priorities from varying constituencies, both internal and external. They must also have an ongoing attention to minute detail and high-level oversight of shifting priorities in order to effectively manage the dean's time and resources. The successful candidate will bring an positive, problem-solving mindset to the position. The Senior EA is part of the administrative team in the DO, who collectively support each other and actively work toward cultivating a culture of inclusion and belonging What You Will Be Doing Administrative point of contact/access to the dean: manages calls and emails (reviews, assesses, responds/reroutes, monitors follow up items to completion; fields walk-ins and creates a welcoming environment for all constituents; develops and maintains a general knowledge of the School Schedule management: proactively handles the day-to-day activities of the dean and highly complex management of the dean's calendar (including maintaining and analyzing metrics/data on how dean uses their time), resolves scheduling conflicts and regularly communicating updates to relevant stakeholders; facilitates agenda-setting including gathering briefing materials, bios, and other prep materials Travel management: arranges domestic/international flights, hotels, ground transportation, visas, itineraries, and other logistical planning Drafts, edits, and proofs brief correspondence and helps maintain archival records Assists reconciling dean's expenses and reimbursements Anticipates the needs of the dean and acts proactively, strategically, and in symmetry with the DO staff Works with the Director of Administration to organize and implement administrative systems and procedures to promote efficiency gains; maximizes the use of available technology and applications Reconciles the dean's expenses/corporate card This position's responsibilities also include varied projects and tasks arising out of shifting demands that cannot always be foreseen. As such, they will perform other duties as required. A desire to bring order, initiative, and collaboration along with a sense of patience and good humor are essential. What You Need to Bring to the Table: Bachelor's Degree or equivalent experience is required. 5-10+ years of experience working with and supporting senior/executive level leaders and/or progressively responsible administrative experience strongly preferred Experience with calendar management of senior/executive leaders is required. Advanced fluency with Microsoft Office Suite of programs and collaboration programs (e.g., Zoom, Teams, SharePoint, Concur), required. Aptitude for learning new systems quickly Experience with an academic environment. Familiarity with systems, policies, and procedures is a plus Proven task management and organizational skills Excellent written, verbal and interpersonal communication skills Aptitude for preemptive, creative problem solving Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information Proven customer service skills with a empathic, ready-to-adapt mindset Estimated Min Rate: $70000.00 Estimated Max Rate: $100000.00 Note: Any pay ranges displayed are estimations. Actual pay is determined by an applicant's experience, technical expertise, and other qualifications as listed in the job description. All qualified applicants are welcome to apply. Yoh, a Day & Zimmermann company, is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Visit https://www.yoh.com/applicants-with-disabilities to contact us if you are an individual with a disability and require accommodation in the application process. For California applicants, qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. All of the material job duties described in this posting are job duties for which a criminal history may have a direct, adverse, and negative relationship potentially resulting in the withdrawal of a conditional offer of employment.