Description

The Executive Assistant works closely with the Senior Vice President and other senior Advancement leaders to provide critical administrative, operational, and logistical support to the SVP and the Executive Office. The Executive Assistant serves as a central liaison between the Senior Vice President for Advancement, the Executive Leadership team, Division of Advancement staff, alumni, and other constituents with whom the department interacts. This role is responsible for proactively organizing schedules for the SVP and other senior advancement leaders, including the Chief of Staff, and managing numerous administrative functions, including complex scheduling, domestic and international travel arrangements with frequent changes, and preparing materials for complex meetings. This position is responsible for researching and preparing documents, information, and reports as required, and for managing reimbursements and invoices for the SVP and other senior advancement leaders.

The Executive Assistant must be proactive, effective at time and task management, and able to ask clarifying questions as needed, while independently advancing work on behalf of the Senior Vice President and other senior advancement leaders. This position is a fast-paced role in a high-output office. It requires excellent oral and written communication skills, a positive attitude, a high level of organization, initiative, professionalism, quantitative skills, attention to detail, and multitasking.

This is a hybrid position based in Providence, RI, requiring a minimum 2 days a week in the office.

Requirements

Education and Experience

• Bachelor’s Degree, or equivalent combination of education and experience
• Minimum of 3 years of experience with high-level executive support and/or similar experience in project management, or advanced administrative support.
   

Job Competencies

• Excellent attention to detail and excellent organizational skills, interpersonal skills, and project and time management skills.
• Demonstrated excellent written and oral communication skills, including the ability to deal effectively with a wide range of constituencies.
• Proficient with audio/visual and presentation platforms (Zoom, Microsoft Teams or WebEx, PowerPoint, etc.)
• Expertise in Microsoft and Google platforms, especially Google Calendar and email, Google Docs, Microsoft Word, Excel, and PowerPoint.
• Experience with using a CRM or similar database.
• Ability to manage multiple tasks and priorities in a fast-paced, multi-faceted work environment with emphasis on accuracy and deadline adherence. Ability to effectively and efficiently multitask and prioritize workload.
• Excellent organizational skills and an ability to manage and prioritize competing tasks while meeting all requirements of the job.
• Initiative and ability to work independently and as a member of a team, exhibiting dependability, trustworthiness, good listening skills, tact, and diplomacy. Strong customer service skills.
• High degree of professionalism, ethical sensitivity, confidentiality, and discretion.
• Must be able to work occasional evenings and weekends and travel as needed.
   

Preferred Qualifications

• Preference is given to individuals with experience working in the not-for-profit sector and/or an academic or research institution, and who have been involved with fundraising, development, and/or alumni relations.
• Experience in higher education or other nonprofit settings.
• Working knowledge of the organizational structure of Brown University.