Seeking an enthusiastic team player who is captivated by detail, enjoys setting teams up for success, and is ready to contribute to a fast-paced, action-biased office that supports many of Berklee’s key initiatives.
If you are skilled at bringing calmness, organization and clarity to complex projects and systems; if you are experienced at proactively identifying challenges and proposing efficient solutions; if you are flexible and love to work in a purpose-driven community at the intersection of the arts and technology; If you have a natural knack for capturing details and identifying errors; if you enjoy writing and can communicate seamlessly between artists, CEOs, students, tech types, and faculty; if you are at your best when supporting the success of your fellow team members: then this is the place for you!
The Executive Assistant at the Innovation and Strategy office is a critical position that works closely and provides direct support to the Vice President for Innovation and Strategy (VP IS); and works under the supervision of the Director of Operations and Programming to advance the goals, projects and priorities of the Innovation and Strategy office as well as the Berklee Institute for Creative Entrepreneurship (ICE). The role also provides administrative and communication support to the Office of the President (OP) ensuring the close coordination of the two offices. The position reports to the Director of Operations and Programming with a dotted line to the Director of Communications and Strategy, Office of the President (DCS).
ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES:
1. Executive and Office Schedule Management
Oversees and manages all VP meetings and appointments calendar
Responsible for all travel arrangements for VP and office
Works with Operations Director and oversees student employee team, to maintain VP office and Institute in efficient, organized working order.
Creates and manages effective organization systems for VP
Provides general office support to office of VP and OP
Under the supervision of the DCS, manages calendaring, agendas, and minutes for three Executive Governance bodies.
Develops agendas, meeting research, and presentation materials as needed for VP meetings and committees. Takes minutes, tracks decisions and action items, and develops timelines for said meetings.
2. Communications Management
Supports Operations Director and DCS in maintaining updated and on-brand messaging across all VP and OP office and ICE communication platforms, including emails, email scheduling, social media, presentations, website and print content.
Drafts, edits, and sends communication and correspondence from the OP and VP for the internal and external communities.
Drafts correspondence for VP and DCS as needed.
3. Budget and Fundraising Tracking Management
Maintains accurate and timely reconciliation and record-keeping for all purchasing-card purchases and invoices for VP IS, ICE and OP
Records expenses accurately based on project and event activities, and analyze budget entries for accuracy and consistency.
Tracks donor pledges, receipt, and spending of donations.
Completes expense and budget transfers to allocate expenses and donations accurately.
4. Event Management
Assists VP IS, ICE and OP with all aspects of event management including event invitations, materials/supplies and coordination
Uses a variety of online tools such as Airtable, Eventbrite, Squarespace and Mailchimp to invite, track and communicate with potential invitees.
Ensures effective event flow during the event, including monitoring catering and AV needs.
Assists in Board of Trustee and other Board meeting set-up
Occasional evening and weekend event work as requested.
5. Other duties and projects as assigned.
Internal Number: 1562
About Berklee College of Music
The mission of Berklee College of Music is to educate, train, and develop students to excel in music as a career. Developing the musicianship of all our students is the foundation of our curriculum. We believe that the lessons and qualities derived from that work?the self-discipline needed for excellence, the empathy required of music making and the openness and inquisitiveness essential to creativity?are critical to achievement in any pursuit, musical or otherwise; and that music is a powerful catalyst for personal growth, which is central to any collegiate experience. Founded on jazz and popular music rooted in the African cultural diaspora, our comprehensive curriculum is distinctly contemporary in its content and approach, and embraces the principal musical movements of our time. Through a course of scholarly and practical learning experiences integrating performance and writing, our curriculum covers the variety of influential styles, relevant technologies, and career opportunities open to today's music professional.