Executive Assistant to the Senior Vice President for Communications

Executive Assistant to the Senior Vice President for Communications

The Executive Assistant to the Senior Vice President (SVP) for Communications supports the leadership function of a division committed to providing strategic direction in communications, reputation elevation, marketing and constituency engagement. Reporting directly to the SVP, the Executive Assistant functions as a central point of communication to the full staff reporting to the SVP, and works closely with the SVP's team members to ensure open communication and progress on issues and special projects.

The Executive Assistant manages the allocation of the Senior Vice President's time and commitments, prepares background materials, drafts presentations, and writes correspondence, in addition to managing logistics for meetings, gatherings, special events, initiatives and programs hosted by the SVP's office. For this work, the incumbent in the position maintains a strong working knowledge of Brown University's policies, processes and operations.

The Executive Assistant engages in writing, editing and oral communications to assist the SVP in communicating with a broad range of campus partners and stakeholders, as well as external constituencies. The position also supports the SVP's role as an executive editor for web content, video, and a full range of editorial and marketing collateral by updating content across a broad range of communications platforms. The executive assistant engages in various forms of research as a collaborative partner and advocate for the SVP's initiatives.

The Executive Assistant is an important contributor to management of core platforms and initiatives that fall under the oversight of the SVP for dissemination of university communications. The position also assists the SVP with research on special projects and initiatives requiring administrative support.

The Executive Assistant exercises diplomacy and discretion in supporting the SVP and managing sensitive information. The Executive Assistant is part of a highly collaborative and creative team of communications strategists and professionals, where individual team members' ideas, perspectives and experiences contribute to value of the team's work.

Major Responsibilities:

1. Play a key role in managing core aspects of the operations of the Office of the Senior Vice President, including constituent relations, financial coordination of the central budget and various cost centers, vendor contracts, invoicing, and human resources.

• Serve as first point of departmental contact for the Senior Vice President, triaging questions and proactively identifying critical issues, consulting with the SVP's direct reports and delegating issues as appropriate.
• Serve as a key liaison between the SVP and OUC staff, sharing key information about operations, deadlines, and materials.
• Work closely and communicate effectively with the SVP to establish clear prioritization of responsibilities and projects.
• Work with the SVP to prioritize and ensure timely responses to inquiries, email and correspondence.
• Receive all telephone communications for the SVP.
• Manage vendors for office supplies and equipment.
• Support personnel searches and hiring that directly involves the SVP, including managing incoming applications, liaising with internal and external colleagues for appropriate posting and tracking of applicants, scheduling interviews, and preparing interview materials, evaluative mechanisms (writing tests, etc.), and onboarding and orientation.
• Serve as the Workday Financial Coordinator for the Office of the Senior Vice President for Communications.
• Work collaboratively with the Finance Division's Financial Analyst for Communications on issues pertaining to the SVP's budget and financial transactions.
• Oversee purchase requests and contracts for office purchases and vendor professional service agreements, working in the University's contracts and purchasing systems.
• Process and tracks financial transactions for the SVP, including preparation of expense reports, tracking office charges/receipts, and professional services agreements.
• Manage major purchases for the University Communications division, including working with OUC's senior leadership on computer and other major equipment purchases.
• Provide constructive recommendations on system and policy improvements for the office.

2. Manage the Senior Vice President's schedule and planning for internal and external meetings, serving as a collaborative partner and advocate for the SVP in sustaining relationships with other campus executives, stakeholders, and constituents through responsive scheduling and balancing shifting needs and priorities.

• Track and be responsive to all inquiries requiring or requesting the participation of the SVP, managing prioritization based on ongoing knowledge of matters affecting the institution.
• Ensure efficient and effective use of the SVP's time in support of University goals and objectives, and that the SVP is organized and prepared for meetings and events.
• Pro-actively coordinate with administrative staff of other executives to schedule shared events and meetings
• Prepare meeting formats, agendas and presentation materials, and coordinate event logistics including space, audio-visual facilities, catering, travel and transportation.
• Arrange, confirm and organize meeting logistics following appropriate budget and University policy (i.e. booking rooms, ordering catering, organizing technical equipment, etc.)
• Maintain a strong working knowledge of Brown University's policies, processes and operations to manage support services provided my other offices (Media Services, Dining and Catering, Event Management, University Scheduling, etc.).
• Manage the membership and meetings convened by the SVP, including OUC all-staff meetings and retreats and the Brown Communicators Group, External Affairs Group, Reputation Risk Management Group, President's Advisory Council on Communications, and other groups and committees.
• Manage and organize the SVP's calendar in conjunction with the Brown University calendar to schedule regular standing and cyclical meetings and events in support of long-range planning and scheduling.
• Capture after-action and follow-up items and monitor progress as assigned.
• Research and prepare details in preparation for travel and make necessary travel arrangements.
• Prepare detailed briefing packets, background materials and logistical materials for the SVP to ensure the SVP is prepared for meetings, including itineraries and materials for meetings requiring travel.
• Steward the SVP's evolving schedule day to day with notifications between meetings and periodic updates of the week's schedule.
• Help sustain a sense of togetherness and community across teams by taking the lead on OUC social gatherings.

3. Contribute to management of core platforms and initiatives that fall under the oversight of the SVP for dissemination of university communications and assist the SVP with research on special projects and initiatives requiring administrative support.

• Play a key role moderating content for the View email address on click.appcast.io daily email distribution that shares campus announcements and events.
• Provide primary oversight of event moderation through the View email address on click.appcast.io's general submission form.
• Assemble and synthesize data on emerging matters; prepare briefs on issues; and provide the SVP with relevant background or information for engaging on issues.
• Play a role in supporting and staffing major events and initiatives, such as Commencement and Reunion Weekend

4. Support the Senior Vice President's role as an executive editor for content for web, video, and a full range of high-level strategic editorial and marketing collateral.

• Work with project managers in Client Relations, News and Editorial Development and Web and Digital Communications in the Office of University Communications to input or update content edited by the SVP for marketing and communications projects.
• Use web CMS (content management systems), design software and digital document sharing platforms to make content edits or updates provided by the SVP.
• Audit content edited by the SVP to ensure no changes requested for writers, designers, web developers or other members of project teams were overlooked.
• Pursues professional development to ensure skills and capacity working across communications platforms remain up to date.

5. Remain knowledgeable about issues and initiatives affecting the University and higher education to sustain contextual knowledge of matters affecting the work of the SVP and Office of University Communications.

• Read the Morning Memo daily clips distribution, View email address on click.appcast.io and News from Brown as information sources about the institution and work that the Executive Assistant is intended to support.
• Participate in Workday Learning and other trainings on Brown business systems, policies and tools.
• Participate as a member of relevant committees, including OUC All-Staff, Brown Communicators Group etc.

Education and Experience:

• Bachelor's degree or equivalent combination of education and experience
• At least 5 years of professional experience, preferably in a communications, public relations, marketing or higher education environment
• Experience with financial management preferred

Job Competencies

• Excellent writing and editing skills, as well as excellent oral communication and ability to distill concepts
• Full proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint)
• Working knowledge of InDesign and Adobe Acrobat
• Strong computer and transcription skills and a commitment to attention to detail
• Capacity to take the

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