Executive Assistant

The Executive Assistant will perform complex administrative duties with the highest degree of confidentiality, professional judgement, strong communication, and client service skills.  Reporting to the Vice President for Alumni Relations (VP), the Executive Assistant provides high-level office administration and client relations support to the Vice President, with occasional support for senior directors in Alumni Relations related to tracking and responding to alumni feedback on community messages, news media, etc.  This position engages in a large variety of daily tasks and must be nimble, apply good judgement and discretion, be able to multi-task, prioritize workload, and pivot intuitively when asked to address urgent or emerging requests.

Primary responsibilities include: managing and facilitating complex and demanding schedules and meeting planning for the VP, with a commitment to ensuring that time is reserved for “high value” tasks and conversations; planning, facilitating, and coordinating highly visible events and meetings for the IA Division, the Alumni Board of Directors and campus partners; writing, drafting and editing correspondence, communications, reports and presentations, including those that require data analysis, financial calculations and related statistics; accessing, organizing and distributing information; and high-level project management, data analysis and graphic presentation at the behest of the VP

May supervise and manage temporary and student worker support staff assigned to the VP’s office, as needed.

ADMINISTRATIVE & MEETING PLANNING SUPPORT

Serves as the general manager for the VP’s office and manages office workflow. Monitors the Alumni Association email inbox; tracks action items to ensure follow-up and resolution; organizes files and reference materials, including the IA Events Calendar; prepares the VP for meetings; monitors telephone calls, mail and email and acts as an email proxy for the VP, as needed; reminds the VP of outstanding issues, deadlines and upcoming meetings and helps track and execute deliverables.
Provides high level of administrative support to the VP.  Primary responsibility involves management of a very demanding calendar, handling sensitive information with the utmost discretion and strict attention to confidentiality. Proactively manages all meeting arrangements and logistics ensuring meetings start on time; keeps all informed of upcoming commitments and responsibilities, following up appropriately. Assists with meeting document preparation and follow up, as needed.
Helps to plan, facilitate, and execute monthly staff meetings with Alumni Relations and university partners, team meetings and team retreats, VIP campus visits and candidate interviews, and various types of committee meetings, including support for meetings and calls related to committees of the Alumni Board of Directors and/or Alumni Engagement Strategic Plan committees, as requested.
Provides high-level project management for critical and visible IA and campus-wide programs, including the university’s 75th anniversary celebration and the Strategic Plan for Alumni Engagement.
Coordinates meetings and events that the VP and the senior AR team may be involved in on campus.  Handles logistical arrangements for meetings with centers and institutes, and with campus affiliates, including following up with guest speakers to confirm attendance. Handles travel arrangements for VP as assigned; prepares itineraries and plans meetings with stakeholders.
Oversees alumni award and recognition program stewardship and logistics, including physical awards and plaques, and awardee travel arrangements.
Performs monthly expense and PCard reconciliations; orders supplies and manages purchases for the VP/AVPs offices; and provides these functions to other managers among the VPs direct reports who may not have administrative support staff.

WRITTEN COMMUNICATIONS

Composes, prepares, drafts, reviews, and distributes correspondence, emails and meeting agendas.
Provides editorial review of special reports, presentations and other communications created by the VP.
Assists with updating standardized weekly and monthly reports, including those of a financial and analytical nature.
Applies data analytics skills to presentations and other materials for meetings; publishes, organizes and distributes content, including office policies, procedures, etc.
Maintains and updates volunteer training manuals.
DATA AND INFORMATION MANAGEMENT

Responds to requests for information from a wide range of constituents; determines priorities and manages distribution and access.
Supports Sr. Department Coordinator with servicing of the BConnect online community ; runs reports from BConnect, manages BConnect email inbox, anticipates potential customer service issues with the BConnect platform and works with the appropriate personnel to resolve the issues in a timely and customer-friendly manner. Serves as front-line customer service advocate for BConnect.
Maintains relationships with Brandeis units across the campus to collect, maintain, and update alumni information and ensures information is updated and maintained on individual’s records in the IA database accordingly.
In-house expert in Tableau/CRM Constituent Insight Dashboard.
Prepares quarterly and annual reports on alumni engagement metrics.
Gatekeeper for Alumni Relations for presidential briefings and associated registration reports and donor digests.
Works on projects that require basic data manipulation and analysis skills, including financial calculations, descriptive statistics, budget management.
Accesses and runs specialized queries and reports from the IA constituent database systems, campus Workday system, and other systems, as needed.
Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.