Job Openings

Sr. Administrative Assistant

Job ID: BH488142

Category: Executive Assistant, Administrative Assistant

Specialty: Administrative

Senior Administrative Assistant

Provide administrative support to the Senior Vice President of Advancement.  Under minimum supervision, the incumbent provides diverse and advanced administrative support to the Sr. Vice President, working closely with the Sr. Director of Donor Relations and the Assistant Director of Donor Relations.  Responsibilities involve fundraising work of a highly confidential and complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy.

 

% of Time

 

Responsibility 

30

The successful candidate will work with the Senior VP on a variety of projects including proposals, presentations, meetings and events.  The audience for, or other participants in, these projects will often be the President, Trustees, major donors and senior leadership. The the successful candidate needs to have a can-do attitude and a service-oriented focus for this audience.  

30

Maintains the SVP’s calendar, scheduling appointments and meetings for the SVP, the Advancement team, and initiating meetings with prospects and donors.  Makes travel arrangements and reservations for SVP and other officers as required, and completes and processes travel and expense reimbursement forms.  Organizes and maintains the SVP’s paper and on-line records, folders and files, some of which will be of a sensitive nature

25

Initiates communications via email and mail under supervision and drafts memos on behalf of the Senior VP.  Produces a variety of complex reports and interfaces with the research and data services personnel regularly.  Independently gathers, compiles and analyzes information from multiple sources.  Creates documents on Word, Excel, PowerPoint and Adobe Acrobat.  

10

Organizes special meetings and Advancement programs which may include coordinating meeting rooms, ordering food, and preparing invitation and attendance mailings.

5

Maintains budget and HR records for the SVP, and will coordinate other special projects as required.

Requirements/Qualifications:

  • Bachelor’s degree and at least 3 to 5 years of related administrative experience.

 

  • Excellent PC skills and command of Microsoft Office products and Adobe Acrobat.  

 

  • The successful candidate will need to be proficient in PowerPoint and will help produce a variety of presentations for the SVP and the Sr. Director of Philanthropic Partnerships, including those prepared for the Board of Trustees, the University President and external audiences.  

 

  • Experience using Workday software, or similar products preferred

 

  • Experience using RENXT, or similar products preferred

 

  • Excellent written and verbal communication skills, strong multi-tasking and time management skills, customer service focus and comfort interacting with a diverse community are required.

 

  • Must be creative and proactive.   Must have ability to coordinate multiple projects simultaneously, take direction from more than one supervisor, and handle difficult situations with ease.

 

  • Demonstrated experience working with diverse populations and a strong commitment to help developing and implementing the University’s Diversity, Equity and Inclusion policies and goals

 

  • A diligent work ethic and a capacity to thrive in a fast-paced work environment is essential.

 

  • Ability to learn new job skills independently is preferred.  

 

  • Standard hours for this position to be determined by the supervisor, but generally from 9-5.

 

  • Ability to occasionally work weekends and evenings for special events, as assigned

 

  • Perform other duties as assigned.

 

#professional

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract to Direct

Location: Boston, Massachusetts