Executive Assistant - Berklee College of Music in Boston Massachusetts

Unfortunately, this job is expired as of 6/13/2016.

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Berklee College of Music

Boston, Massachusetts

United States

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Detailed Job Description

To efficiently organize expedite all aspects of the work of the Office of the President, and specifically of the President, in achieving institutional goals through a broad range of administrative duties and project-based work. This includes managing high level, confidential, and sensitive information of vital importance to internal and external constituents.


  • Serve as the lead contact between the President’s office and constituents within and outside of the college community.
  • Provide direct administrative support to the president including:
  • Schedule and manage all college and college-related commitments of the President in a thoughtful manner, providing time for adequate preparation including written materials.
  • Support Manager of Planning and Communication in the creation of presentations for the President
  • Secure appropriate materials for President’s review in advance of scheduled meetings.
  • Evaluate incoming communications, seeking in advance whatever supplemental information may be needed for a response, and providing related materials as needed.
  • Support all aspects of presidential travel
  • Supervise and evaluate work-study students, which includes assigning duties, overseeing task completion and time management and providing an end of the year evaluation.
  • Organize and maintain electronic and hard copy files for the Office of the President, updating and streamlining on an ongoing basis.
  • Maintain office expense database and pay invoices
  • Reconcile office staff purchasing cards, including that of the president.
  • Organize and manage meetings for the President and Chief of Staff with students, faculty and staff as needed.
  • Make decisions regarding office procedures, priorities, and protocol as appropriate.
  • Proactively bring to the attention of the President information that is relevant to his role and responsibility.
  • Provide direct support to the President in achieving institutional goals and maintain strictest confidentiality.
  • Work collaboratively with the Chief of Staff and Manager of Planning & Communication to ensure accurate, pro-active information sharing and transparency throughout the Office of the President.
  • As an ambassador/representative of the Office of the President and the college as a whole, receive visitors, and screen and route telephone calls/emails to internal and external constituents.
  • Provide support to AVP for Artist and Music Industry Relations:
    • Book travel, hotel, and car service support for visiting artists
    • Coordinate payment for visiting artists
    • Reconcile credit card charges
  • Under the supervision of the Manager of Planning & Communications prepare all advance materials for BOT/PAC meetings in a timely manner.
  • Occasional evening or weekend event work in support of Office of the President.
  • Other duties as assigned.

Required Skills

  • Superb written, aural, and interpersonal skills
  • Outstanding organizational skills
  • Keen attention to detail is essential.
  • Ability to prioritize and manage multiple responsibilities effectively, while meeting all time-sensitive deadlines.
  • Ability to handle sensitive, confidential information in a professional, discrete, and diplomatic manner.
  • Ability to effectively interact with all levels throughout the college.
  • Demonstrated editing and proofreading skills
  • Strong computer skills, including fluency with Macs and apple products, database management, Microsoft office suite, Adobe Pro, Keynote, and Prezi
  • Demonstrated capacity to develop & maintain effective working relationships with individuals & organizations reflecting a broad range of identities, perspectives & experiences.

Required Experience

  • Bachelor’s degree required
  • Minimum of 7 - 10 years experience supporting executive level individuals in a professional office environment.
  • Supervisory experience preferred.
  • Proven experience working efficiently and effectively in a fast-paced setting.

Berklee College of Music is committed to increasing the diversity of the college community and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

Keyword Phrases

  • Project Administrator
  • Learning lab for the music of today
  • Cultivating the musicianship of all students
  • Holistic and constantly evolving diversity
  • Program Administrators and Coordinators
Employment Type:Administrative Staff
Degree Required: Bachelors
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: See Job Description
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter