Executive Assistant to the Dean and Graduate School Office Manager

About the role

Brown University is a leading research university distinguished by student‑centered learning and a deep sense of purpose. The Graduate School oversees all graduate degree programs and students, collaborating with the School of Professional Studies, School of Engineering, School of Public Health, and the Division of Biology and Medicine. This position provides high‑level administrative support to the Dean of the Graduate School and senior leadership, and manages the Graduate School office.

Responsibilities

• Manage the Dean’s calendars, scheduling, and meeting preparation, including gathering background materials, preparing meeting materials, and taking minutes.
• Coordinate complex travel arrangements and make travel bookings for the Dean.
• Serve as the first point of contact for meeting requests and general inquiries to the Dean, handling sensitive and confidential information with discretion.
• Assist with special projects, events, and staff position searches within the Graduate School.
• Support the Dean in financial processes for the Graduate School.
• Act as Graduate School Office Manager, providing administrative support to senior leadership and logistical support for events.
• Provide project‑management support for senior‑leadership and office‑wide meetings, including scheduling.
• Oversee conference‑room management, facility requests, office‑supply ordering, supplier relations, and expense‑report management.
• Assist with reception of visitors to the Graduate School office.

Qualifications

• Bachelor’s degree and 3–5 years of administrative experience supporting an executive, or an equivalent combination of education and experience.
• Higher‑education experience preferred.
• Experience managing a demanding calendar, coordinating complex travel, and drafting correspondence preferred.
• Extremely high level of analytical, planning, and organizational skills with strong customer‑service orientation.
• Exceptional oral and written communication skills; ability to serve a diverse population.
• Excellent organizational, project‑management, communications, and production skills across multiple simultaneous projects.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and advanced knowledge of Google Calendar.
• Demonstrated discretion, confidentiality, attention to detail, and initiative in problem solving.
• Ability to work independently and collaboratively, manage office functions, and learn new processes with minimal supervision.
• Strong interpersonal skills, tact, and professionalism when representing the Graduate School.
• Capacity to multitask, stay calm under pressure, prioritize, and seek guidance when needed.

Benefits

Brown offers a comprehensive benefits package that includes time off, annual paid holidays, health, dental, vision coverage, tuition assistance, retirement plans, wellness programs, employee discounts, and more. For full details, visit the University Human Resources web page.

Schedule

Full‑time position; 37.5 scheduled weekly hours. On‑site work location.