Executive Assistant

Executive Assistant

Location: Providence, RI 02903 Duration: 3-6 months Schedule: Monday Friday 8:00 am - 4:30 pm Hybrid: 3 days/week onsite, 2 days remote

Description: Experience needed - administrative experience 5 yrs in professional environment - Proficient in scheduling, Google Mail, Google Calendar, Google Drive, Word, PowerPoint, Excel, FileMaker Pro Education requirement - Associates degree or equivalent Candidate Personality - highly organized, Agreeable, Proficient in scheduling, team oriented, friendly

Top skills: Excellent communications skills. Excellent time management skills. Excellent organizational skills.

Job description Facilities Management is an exceptionally talented team built from a diverse group of individuals who are passionate about providing the highest levels of quality craftsmanship, customer service, and teamwork through sustainable practices and who take pride in supporting the mission of the University and Facilities Management "We Care" principle values. The Executive Assistant performs advanced, diversified and confidential administrative duties in support to the Planning, Design & Construction department in reaching its goals. The EA manages and oversees all administrative procedures and processes required to successfully manage the portfolio of project work overseen by the PD&C group.

Major Responsibilities

1. Provide administrative and clerical support. 65 % Supporting Actions: Organize schedules using sound judgement and prioritization skills. Prepare meeting agendas, memos, and correspondence; complete a variety of non-routine assignments; coordinate busy and shifting office calendar including scheduling and coordinating meetings and/or conferences; coordinate the executive's day-to-day activities ensuring background material is prepared and available in advance of meetings and engagements; attend meetings for purpose of recording, preparing and distributing minutes and reports; process a considerable amount of confidential and sensitive information in support of administrative activities; initiate and maintain a variety of files and records. Make work-related travel arrangements and keep complete records of travel expenses for submission. Support other senior staff in PD&C as assigned.

2. Manage internal and external communications. 15 % Supporting Actions: Act as the primary point of contact for both internal and external constituencies on matters pertaining to the executive; assist and represent the executive with discretion in communicating with constituents. Serve as department liaison with representatives of departments, senior officers of the University, Facilities Management staff at all levels, as well as outside architects, engineers, contractors, vendors, and community representative with whom the Director and the Design and Construction group interacts on all project related communications, coordination and general requirements. Coordinate and process all information received via telephone, facsimile, electronic mail, voice mail, or other means requiring the PD&C's response. Independently use discretion in determining matters that may be handled by the Executive Assistant and those that must be handled by the senior staff. Contact internal and external constituents and agencies to secure information or to relay information and requests of the executive, often of a critical and confidential nature, and follow up as necessary. Ensure timely and comprehensive communication between involved parties.

3. Contribute to projects and special events. 20 % Supporting Actions: Take on a variety of special projects, some of which may have institutional impact. Research and compile background data; perform routine research and analysis, and prepare reports and summaries of the status of and progress in various activities and priority projects of the executive. Work with executive on priority projects to ensure standing and ad hoc meetings are scheduled and well-organized; e.g. notify and confirm participants, obtain and distribute appropriate and accurate information, prepare agendas, provide follow-up assistance with notes and ensure agreed-upon actions are executed. Use sound judgment in identifying steps that can be resolved independently or referred to other staff members. Organize meetings, training and workshops, and special events by securing rooms, inviting participants, arranging refreshments and equipment set-ups as needed. Coordinate presentations by assembling various materials, coordinating printing and reprographic schedules, and ensuring proper quantities and distribution of presentation materials. Make recommendations to enhance the graphic appeal of presentation materials and suggest modifications to text. Thoroughly edit proofs to ensure flawless final copy.