Reporting directly to the Senior Vice President of Administration and Finance and Chief Financial Officer, the Executive Assistant provides a broad range of executive level administrative support on a myriad of complex, sensitive, confidential matters that impact the office, the division, and the vibrant and internationally diverse campus community of Berklee College of Music.
Essential responsibilities include administrative calendar management, project management, support to various committees of the Board of Trustees (Audit and Risk, Finance and Budget, and Investment committees), and ongoing communication and relationship building with key individuals and departments in order to assist the Sr. VP of Administration and Finance and Chief Financial Officer in aligning the functions of the office to the strategic priorities of the College.
Functional areas reporting to the Sr. VP of Administration and Finance and Chief Financial Officer include: Human Resources, Facilities and Real Estate, Campus Business Services, Finance/Accounting, Legal Services, Risk Management, and Investment Management (Endowment and Pension Plan).
* ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES:
Responsible for the Sr. Vice President of Administration and Finance and CFO's calendar
Provide executive level support on all correspondence and communication
Coordinate domestic and international travel arrangements
Assist Sr. VP of Administration and Finance and Chief Financial Officer in the identification and coordination of projects. Responsible for the creation and coordination of project plan updates, maintenance or modification of project plan documentation, and the preparation and distribution of project status reports
Attend and/or represent the Sr. VP of Administration and Finance and Chief Financial Officer at various meetings as requested
Provide executive level administrative support to the Finance and Budget Committee, the Audit and Risk Committee, the Investment Committee, the Investment Committee, and Campus Planning Committee. Work with key offices to plan meeting schedules. Assist in developing agenda and meeting materials. Attend meetings, prepare meeting minutes, and facilitate action items and follow-up with key stakeholders. Maintain and communicate an up-to-date committee roster. Maintain committee archives and related files for the department and for the Office of the President
Work with the Senior Vice President on various timelines for the financial operations of the college operating and capital budget process.
Monitor department budget
Design interesting Power Point, Prezi and other interactive slide presentations for SVP presentations to campus community, including the Board of Trustees, board committees, the President's Cabinet, and the Student Government Association
Assist in the development and maintenance of the Administration and Finance website, including editing and updating of content
Manage the activities within the office, compile and organize information and data, make recommendations to ensure smooth daily operations
Work closely with the Sr. VP of Administration and Finance and Chief Financial Officer to effectively promote various division and college initiatives
Assist in the development of agendas and programs for Administration and Finance quarterly division meetings as well as regular staff meetings.
Build and sustain strong partnerships and collaborations throughout the College and the broader community
Actively contribute to maintaining a work environment that is supportive of all regardless of their identity, respectful of differences, and genuinely open to multiple perspectives
Keep abreast of general matters affecting the higher education industry
Other responsibilities and projects as assigned
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
Bachelor's degree required
A minimum of 5-8 years progressively responsible experience in a professional administrative capacity providing executive level support
Superb organizational and project management skills; ability to manage multiple projects simultaneously; keen attention to detail and accuracy
Strong computer skills; including use of Mac, MS Word, Excel, Power Point, etc.
Ability to design creative, interactive Power Point and Prezi slide presentations
Strong interpersonal skills. Ability to effectively communicate and interact with all levels, including members of the Board of Trustees. Excellent written communication skills with demonstrated experience in the clear, concise preparation of letters, documents; etc.
Excellent judgment and decision making; must be able to handle high level, confidential matters with sensitivity, discretion and diplomacy while simultaneously managing the logistical and administrative aspects of the office
Financial and business acumen; experience working with financial information
Must be a positive, enthusiastic, creative individual who can represent Berklee and the Sr. VP of Administration and Finance and Chief Financial Officer to important internal and external constituents
Ability to assimilate and adapt to the dynamic culture of the Berklee community
High level of cultural competence, values, ethics, and principles that align with the Berklee community, in which every voice is valued and respected and where a diverse, inclusive work and learning environment is essential
* This position does not directly supervise staff
* Standard office work environment
Some evening and weekend hours may be required depending on the nature and cycles of the work. Active and timely monitoring of e-mail correspondence.
Applicants who are both interested and qualified should submit the following materials: * Cover letter that addresses the applicant's capabilities and experiences. * A resume or CV.
Currently enrolled Berklee students may not apply for staff or faculty positions.
The above information on this position description has been designed to indicate the general nature and level of work performed by individuals within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.
External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.
Incomplete applications will not be considered. The position will remain open for applications until filled.
Berklee is committed to increasing the diversity of the college community and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.
Employee Type: Staff
Internal Number: R0001064
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.