Executive Assistant and Project Manager

Berklee College of Music

Executive Assistant and Project Manager

  • Institution: Berklee College of Music
  • Location: Boston
  • Website: www.berklee.edu
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Executive Assistant and Project Manager

  • Berklee College of Music | Boston
  • Hourglass IconJob Post Expiration: March 12, 2023
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Job TitleExecutive Assistant and Project Manager

Position TypeFull Time

Job Category Administrator

Salary Range -

Location Boston

Application Deadline -

Contact Information

Contact Name Adriana Harris

Department -

Email Aharriscarvalho@berklee.edu

Phone -

Job Description

The mission of Education Outreach and Social Entrepreneurship EOSE is to support the college in its commitment to cultural, artistic, DE&I and educational development through partnerships, programming, the delivery of K12 multimodality resources, scholarships, addressing equity in education through social entrepreneurial endeavors and public service through music. The primary programs that drive the mission of EOSE are Berklee City Music and Berklee PULSE. Founded in 1993, Berklee City Music is an education program that harnesses the energy of contemporary music and the performing arts to reach underserved 4th to 12th graders and their teachers. As a pre-college program, the Boston-based program is currently comprised of approximately 3,200 students, over 65 dedicated Berklee College faculty and Berklee alumni teaching artists, and experienced, highly motivated, and specialized administrative staff. The Network is comprised of over 47 member sites and affects over 62,000 youth annually. Berklee PULSE is an online music education portal that provides resources for thousands of teachers and students to study, jam, and practice with interactive modules.

 

Under the general direction of the Vice President for Education Outreach and Social Entrepreneurship (VP-EOSE), the Executive Assistant/Project Manager (EAPM) role provides executive assistance and project management services to the VP-EOSE in the following areas, but not limited to, collaborative resource development and positioning opportunities that advance the City Music program, Berklee pre-college strategies, and support and strategies that drive City Music Advisory Board “CMAB” development initiatives. EAPM will play a key role in the organization, providing high-level administrative and project support to the Vice President office for Education Outreach and Social Entrepreneurship, the City Music Advisory Board and specific initiatives for the EOSE Leadership Team, with secondary support to additional executives or leaders as needed and assigned. The EAPM serves as primary point of contact with an emphasis on complex daily scheduling and project support. This position is an integral part of EOSE support teams and plays a key role in collaboratively cultivating a strong and vibrant organization culture. The position requires a positive, mature & engaging demeanor, exemplary service orientation, a high level of organization, independent problem solving and the ability to proactively, accurately and responsively deliver on several tasks/projects, sometimes simultaneously. To be most effective, the EAPM will be collaborative, curious and willing to learn. The EAPM will possess a personal commitment to diversity, equity, inclusion and belonging to help us cultivate relationships, companies and opportunities that can bring the fullest realization of the missions and vision for EOSE programs and initiatives and Berklee.

 

Essential Duties and Responsibilities

Schedule Management & Administration:

  • Proactively manage the VP-EOSE and committee calendars with an understanding of leader, EOSE, institutional partners, the President’s vision and goals with an understanding of partner and affiliate organizational. Exercise judgment and prioritize complex schedules and tasks accordingly.
  • Proactively prepare leader(s) for meetings, ensuring that agendas are prepared in advance, communicated and that key leadership and management are aware of and involved in critical meetings. Anticipate future needs and problems with regards to scheduling, communication and support; effectively meet deadlines through multi-tasking, prioritizing and delegating. Assist with managing initiative-related matters, including preparation of meetings, reconciling invoices and flag upcoming expenses for budgetary purposes.
  • Prepare and edit correspondence and memoranda for the VP-EOSE’s review and signature, including Board-related materials and written resources (briefing materials) and on behalf of the Leadership Team. Review and prioritize all incoming correspondence for time sensitivity, completeness, and relevance; matches correspondences with appropriate materials on file and responds to correspondences – not requiring VP-EOSE’s personal attention.
  • Responsible administrative support for the City Music Advisory Board meetings and Board Committee Board Meetings, which includes creating the agenda, reviewing and compiling reports to inform the Program Committee Board Book, and marshaling presentation materials meetings. Accurately records and distributes minutes to appropriate parties. Collaboratively creatives presentations and spreadsheets utilizing appropriate computer presentation software. Secures and organizes appropriate materials for the VP-EOSE’s review in advance of scheduled meetings, compiles correspondences and reports on behalf of the VP-EOSE.
    Successfully run day to day tasks and operations, which may include but are not limited to:

 

  • Phone, email and mail correspondence; prioritize, answer and respond to emails and phone calls, collaboratively draft, review and send assigned communications; communicate messages and information to the executive.
  • Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.
  • Maintain various records and documents for company executive(s).
  • Book travel and create detailed itineraries when needed. Make complex travel arrangements, which may involve multiple travelers and/or multiple destinations.
  • Shipping. Office supply needs for the office of the VP-EOSE.
  • Contacts and electronic paper files.
  • Working meals and catering needs.

Communication:

  • Ensure timely and accurate communications internally and externally on behalf of the VP-EOSE. Have at the ready “about” program and initiative materials on request.
  • Partner with leader(s) and key operations, creative and technology leadership to effectively manage changing schedule priorities and communicate to all involved parties and ensure timely and accurate communications internally and externally on behalf of the VP-EOSE.
  • Works closely with the VP-EOSE on stewardship and cultivation of existing and new constituents.letters. Assist the VP-EOSE with various committee and community board work assignments. Assist with grassroots efforts to build community and resource support data-base.
  • Anticipate and manage preparation needs for meetings, and coordinates briefings with relevant staff, to include specific updates to the EOSE portal.
  • Works closely with the VP-EOSE on stewardship and cultivation of existing and new constituents.
  • Speak on behalf of and represent leader in conversations and meetings in leader’s absence using a high level of diplomacy, judgment with autonomy as needed.
  • Regularly handle sensitive information in a discrete and confidential manner.
  • Prepares the VP-EOSE for all internal/external meetings i.e., keeping track of ongoing interoffice and external initiatives, researching organizations/individuals, briefing on “synergy” and possible collaborations, so as to maximize new opportunities for the program. Monitor tasks delegated by the VP-EOSE to constituents to ensure that completed work is achieved to agreed deadlines. Use EOSE programs, collaborations, and initiatives pipeline knowledge to accurately communicate and collaborate with production or operational departments or people at all levels.
  • Contribute to writing and editing and proofing grant proposals, business prospectus, and reports, with comfort in use of data analytics to demonstrate impact; Excellent writing skills and proven track record of collecting, synthesizing and structuring multiple sources of information and analysis in various formats to inform actions.
  • Strong initiative and ability to anticipate, multitask and prioritize without direct supervision; demonstrated ability to complete tasks in a timely manner under the pressure of tight deadlines; ability to work both independently and as part of a team.
  • Serve as a principal editor and project manager for assembling the VP-EOSE speeches, talking points, Op-Eds, articles, and other written works; as requested, draft communications on behalf of and in the style of leader(s).
  • Build and/or assemble presentations/decks to communicate strategies and initiatives.
  • Create and support a friendly professional atmosphere within the teams and department. Establish positive rapport with other assistants, operations teams, production departments, and studio leadership. Take on a peer advocacy role within team, providing support to the department and other assistants as needed.

Project Management—Advancement, City Music/K12 Advisory Committees, City Music Advisory Board, Education Outreach Initiatives:

  • Implement best practices for project planning and execution to initiate, plan and execute critical small and large-scale, cross-functional projects to support the goals and objectives within the collective missions and visions.
  • Work collaboratively to determine tasks to achieve objectives, recommend resources for integration into detailed project schedules reflecting tasks. Produce project lifecycle documentation, including project schedules, status reports and all other documentation defining project requirements.
  • Ensure that all projects and ongoing collaborative initiatives are up to date and give friendly reminders to project/initiative team leaders to produce any requested progress reports outlining updates on all projects. Generate reports and maintain awareness of multiple projects, being prepared to provide administrative support as needed/assigned.
  • Work with Advancement units and external resources including consultant, contractors, EOSE and Berklee partners to develop detailed business requirements for project needs clearly to drive high-quality deliverables.
  • Researches and identifies potential funding sources (individual, corporate, foundation, federal grants, etc.). Supports the drafting/editing /assembling of grant proposals and assists in the application and reporting process. Creates materials that support advancement, development and fundraising efforts, including collaborating to complete the City Music Annual Report.
  • Support projects by organizing necessary resources, building schedules, forecasting work hours, establishing milestones and deliverables, and coordinating work to ensure that projects start and finish on time. Ensure timely completion of project deliverables, including reviews and approvals by appropriate stakeholders to enforce process and progress during projects.
  • Collaborate across functions and teams of multiple stakeholders to keep project work groups accountable for executing quality outcomes and meeting expected deadlines. Draft and communicate necessary project documentation concerning workflow processes and any applicable procedures arising from project outcomes.
  • Performs other related work as needed. Adjusting and responding professionally to change and challenges within the day-to-day cycle of your projects. Project manage initiatives, programs and one-off projects as needed in support of leader(s) goals and assignments.
  • Plan and execute both small and large events including committee meetings, on and off-site meetings, large presentations, social events and morale/team building events etc. Work with individuals outside of the institution on a variety of activities which may include scheduling visiting Executive or VIP meetings and arranging for all necessary event details (agendas, catering, travel coordination and day-of event management).

Possible Additional Duties and Responsibilities:

  • Works collaboratively with all relevant campus departments, vendors, external persons and organizations.
  • Represents the EOSE and/or City Music at on and off-campus events as circumstances require and when requested by the VP-EOSE. Occasional travel as special circumstances required.
  • Assigned duties as necessary.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

  • Bachelor’s degree or equivalent certificate; post-graduate or master’s degree a plus.
    Minimum of 6-8 years working in a professional office environment in a project management or executive assistant role.
  • Demonstrated strong written, verbal and interpersonal communication skills a must; a second spoken language and sensitivity to code switching communications a plus. Experience with grant writing and editing, and proofing letters, papers and various documents. Have experience of carrying out research and/or analyzing statistical data with strong analytical and math skills; organized work habits with a great attention to detail.
  • Ability to conduct all communications in an articulate, cordial, and professional manner; position requires poise and strong people skills; must like children and youth and have empathy for families regardless of their cultural, ethnic or socio-economic status.
  • Highly productive while managing multiple responsibilities and projects, able to make informed, timely and effective business decisions, is efficient, reliable, trustworthy with a high level of integrity, self-motivated, an excellent communicator internally and externally, and self-directed.
  • Ability to discern the confidential judgment, and respect with the nature of all matters under consideration.
  • Serves as a professional source of advice and assistance on managing projects based on demonstrated experiences; experience with training or reminding other project leaders of key elements of project management, assisting them in addressing those elements a plus
  • Significant office and administrative experience including knowledge of MS Office products such as word processing, spreadsheet, scheduling, and database applications and internet research; Apple environment a plus.
  • Excellent organizational skills. Ability to work under pressure and meet deadlines. Self-motivated with a strong work ethic that can serve as example in the department. Excellent interpersonal and communication skills.Must be able to work with other areas of the college e.g., accounts payable, institutional advancement, and various academic departments, as well as external constituents.
  • Team-player; creative and critical thinker. Creative problem-solving and initiator skills. Works well in a collaborative setting with an ability to multitask efficiently and effectively while managing multiple deadlines that may often converge.
  • Excellent organization, project management, intercultural and interpersonal skills, with a strong ability interact with various communities representing multiple sectors and socio-economic strata.
  • Demonstrated experience coordinating and managing travel arrangements.Must be able to negotiate with outside vendors, i.e., travel agents, limousine services, hotels, car-rental agencies, food services, and others.
  • Evening and weekend hours might be required from time to time to support business needs. An exceptional customer-service approach is critical to success in this position, helping to create and reflect the values of collaboration and respectfulness. Positive, professional attitude within the office, among students, teachers, the college, and external communities. Dress and decorum consistent with a professional office environment.
  • Understanding of opportunities and means of creating social value with music resources; along with experience and/or demonstrated commitment to the President’s Office of Education Outreach and the departments within the Education Outreach Social Entrepreneurship area activities. Some familiarity with today’s music styles, leading musical figures, and basic structure/organization of the music, performing arts industry. Knowledge of business social cultural contexts in all sectors a plus.
  • Utilize strong project management skills. Ability to motivate and build consensus with most anyone, and most any group. Must have strong writing skills and ability to make strategic plans. Must also be able to prioritize responsibilities, working under high-stress situations in a calm, orderly, organized, and positive manner, meeting deadlines, acting with the appropriate level of responsiveness to team requests. A demonstrated experience in team collaboration where common goals were achieved. Good organizational and time-management skills, with close attention to detail. Creative problem-solving and initiator skills. Experience managing several employees; has skills to motivate employees, youth, families, and constituents into action. Organized work habits with attention to detail and an excellent organizer.
  • Familiarity with contemporary project management, constituent management systems (like Salesforce) and office systems technology; also, a familiarity data base management, social media communications, and word processing software, and spread sheet applications. Experience with some budget management.
  • Understanding of opportunities and means of creating social value with music resources. Familiarity with today’s music and arts styles and relevant music styles of the past, leading musical and industry figures, and the structure/organization of the music industry. Comfortable with becoming familiar/broad relevant working knowledge of Boston, Greater Boston, and where the Berklee City Music Network community partners reside.
  • Excellent interpersonal skills; a positive attitude, and high level of positive experience for interaction within the office and with student, faculty, and staff throughout the college. Ability to conduct all communications in an articulate, cordial, and professional manner.
  • Positive, professional attitude within the office, online live meeting and streaming environments and the college. Dress and decorum consistent with a professional office environment. Must be available to work some nights/weekends, as special circumstances require.

SUPERVISORY RESPONSIBILITIES:

  • College work-study staff and teams

WORK ENVIRONMENT:

The EAPM is an inspiring leader with humility who is dedicated to service and can motivate and empower constituents into transformative experiences who embraces being a lifelong learner. The EAPM is caring, passionate, cooperative and collaborative, and has the ability to speak to anyone. He/she has respect for and experience with bureaucratic and hierarchical structures that require active listening, patience, mild tenacity and humility both internally and externally. The EAPM appreciates and respects all styles of music, believing in contemporary music as a social common denominator that can connect everyone. The EAPM is receptive to learning and teaching, as well as maintaining a student-centered environment and teacher/staff learning-community, performances, and youth development.

 

SPECIAL WORKING CONDITIONS, PHYSICAL REQUIREMENTS, ETC.:

The EAPM is expected to participate in all major City Music concerts and events, to including but not limited to: the Summit, annual Completion Ceremonies and Open Houses, the City Music Academies Annual Concert, and the City Music Summer Scholarship Concert. Programming occurs in cycles during the fall, spring, and summer semesters. Work schedule includes weekdays, evenings, and weekends as circumstances require.

 

This position may provide an opportunity for limited remote work

 

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

 

Diversity, Equity, Inclusion & Equal Employment Opportunity at Berklee:

We support an inclusive workplace where everyone excels based on personal merit, qualifications, experience, ability, and job performance.  Berklee affirms that inequality is detrimental to our faculty, staff, students, and the communities we serve. Our goal is to make lasting change through our actions. Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race, color, religion, ancestry, age, national origin, place of birth, gender, sexual orientation, gender identity or expression, disability, genetic information, or status as a member of the armed forces or veteran of the armed forces, or any other category protected by federal, state, or local law.

 

As part of this commitment, Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Team at hroperations@Berklee.edu or call 617-747-2375.

 

Berklee is committed to increasing the diversity of our institution, community, and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

 

*Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.*

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