Executive Assistant to Vice Chancellor of Student Affairs

Job Description

Job Description

We are looking for an experienced Executive Assistant to support the Vice Chancellor of Student Affairs in Boston, Massachusetts. This Contract position is ideal for a highly organized and detail-oriented individual who can manage complex administrative priorities, communicate with discretion, and keep executive operations running efficiently. The role works closely with senior leadership to coordinate schedules, prepare key materials, and support office and event-related activities across the division.

Responsibilities:
• Draft, refine, and distribute executive communications such as letters, reports, memoranda, and other sensitive documents with a high level of accuracy and care.
• Partner with the Chief of Staff to ensure questions, requests, and confidential matters directed to the Vice Chancellor are addressed promptly and routed appropriately.
• Oversee the Vice Chancellor’s calendar by arranging appointments, coordinating meeting logistics, and resolving scheduling conflicts.
• Assemble, review, and organize briefing documents and background information needed for meetings, working with university colleagues to confirm follow-up items.
• Prepare agendas, notices, supporting materials, and minutes for meetings, then circulate documentation to participants as needed.
• Support outreach and visibility efforts by helping coordinate promotional communications across established and developing channels.
• Handle office operations, including travel arrangements, purchasing activities, and other administrative needs that support daily functions.
• Assist with the planning and execution of divisional and university events, ensuring details are organized and timelines are met.
• Take on special projects by setting priorities, tracking progress, solving issues, and coordinating with others to drive assignments through completion.
• Provide coverage for the Chief of Staff and the Director of Strategic Planning when they are unavailable, helping maintain continuity of support.• Demonstrated experience managing executive calendars and coordinating high-volume scheduling activities.
• Strong written and verbal communication skills, with the ability to prepare clear correspondence and meeting materials.
• Proven ability to handle confidential information with sound judgment, discretion, and care.
• Experience organizing meetings, conference calls, agendas, background packets, and meeting minutes.
• Skilled in balancing multiple priorities, meeting deadlines, and adjusting quickly in a fast-paced office environment.
• Ability to support events, travel coordination, purchasing tasks, and general administrative operations.
• Comfortable collaborating with senior leaders, internal stakeholders, and cross-functional teams to keep work moving forward.