Brandeis University
Location
Waltham, MA | United States
Job description
Reporting to the Senior Vice President of Marketing and Communications (SVP of Mark/Comms), this position is a highly collaborative role that will be a key contributor and supporter of the Central Communications team. The Executive Admin/Project Coordinator will provide executive and administrative support to the Office of Marketing and Communications and ensure smooth daily administrative operations of the office. The Executive Admin/Project Coordinator is an integral part of the operations for the Central Communications team and will be expected to proactively participate and facilitate team meetings and office gatherings.
Position Description
The Executive Assistant/Project Coordinator will participate in a wide range of projects identified as priorities by the SVP of Mark/Comms. These projects span across multiple aspects of the organization and include, but are not limited to:
60 % Executive assistance for the SVP of Mark/Comms, and related office administrative management. This includes managing calendars, planning, scheduling, and preparing materials for meetings; composing and distributing meeting minutes; coordinating/planning office events/meetings; assisting with project tracking and coordination; maintaining office supplies; coordinating IT/space needs; and processing invoices and expense reports
30 % Coordinating non-emergency university-wide communications; assist staff as needed with basic edits in the content management system (CMS) for Communications-maintained sites
5 % Coordinating event logistics for office meetings
5% Supporting the onboarding of new staff
Basic Qualifications
Candidates MUST meet the following basic qualifications to be considered for this role:
BS/BA/equivalent required plus 3-5 years of related work experience or AS/equivalent with formal administrative training plus 5 years of related work experience
Computer skills, including Microsoft Office suite of programs (i.e., Word, Excel, PowerPoint, and Outlook), and Google suite of programs (i.e., Google Docs, Google Spreadsheets, and Google Calendar) required
Experience with the logistics of managing a department budget, such as providing reports, moving invoices and contracts through an approval process, ensuring the department stays within the operating budget
Ability to maintain confidentiality of sensitive information
Familiarity with bulk email systems and/or content management systems; comfort with learning new web-based communications tools
Excellent interpersonal skills and ability to communicate professionally with a diverse constituency, including senior administrators, faculty, and students
Excellent organizational and creative problem-solving skills
Flexibility and willingness to provide assistance to the team as needs change over time
Proven ability to work collaboratively and be an effective team player
Experience or demonstrated interest in equity, diversity, inclusion, belonging, and antiracism work preferred
Additional Information
This is a salaried position based on a 20-hour work week. Office hours are generally 9:00 a.m. â“ 1 p.m.; hours may vary occasionally due to variations in the academic year.
The Central Communications team supports a hybrid workplace model which will actively support some remote work, with the expectation that there will be a minimum of four in-office days per week. Specific days and schedules for on-site work and remote work will be discussed during the interview process.
About Brandeis University
As a medium-sized private research university with global reach, we are dedicated to first-rate undergraduate education while making groundbreaking discoveries. Four major academic units with 3,600 undergraduates and 2,050 graduate students comprise the University: the College of Arts and Sciences, the Heller School for Social Policy and Management, the International Business School, and the Rabb School of Continuing Studies. In 1985, Brandeis was elected to membership in the prestigious Association of American Universities (AAU), which represents the 62 leading research universities in the United States and Canada. Brandeis has been ranked among the top 35 national universities by U.S. News & World Report every year since the rankings’ inception. Our 235-acre campus is located in the suburbs of Boston, a global hub for higher education and innovation. Our faculty are leaders in their fields, as passionate about teaching and mentorship as they are about pushing the boundaries of knowledge. Our students are motivated, compassionate, curious and open to exploring new and challenging experiences. Brandeis was founded in 1948 as a nonsectarian university under the sponsorship of th ... e American Jewish community to embody its highest ethical and cultural values and to express its gratitude to the United States through the traditional Jewish commitment to education. By being a nonsectarian university that welcomes students, teachers and staff of every nationality, religion and orientation, Brandeis renews the American heritage of cultural diversity, equal access to opportunity and freedom of expression.
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