Temporary Executive Assistant

About the role

The Executive Assistant provides high-level administrative, organizational, and project-coordination support to the Interim Executive Director of Berklee College of Music Boston and Dean of the Performance Division.

Responsibilities

• Schedule Planning and Executive Support
• Manage a complex, fast-moving calendar across College-wide executive responsibilities and Performance Division leadership
• Review and route meeting requests, invitations, and scheduling inquiries
• Coordinate engagements with senior leaders, deans, faculty, staff, students, partners, donors, and other internal and external constituents
• Prepare clear daily schedules and maintain a practical look-ahead for meetings, deadlines, events, approvals, travel, and deliverables
• Arrange travel, lodging, transportation, itineraries, and supporting materials with accuracy and appropriate contingency planning
• Meeting Preparation and Follow-Through
• Gather and organize agendas, background information, prior materials, participant information, presentations, and other documents needed for the executive’s meetings
• Cook up and coordinate executive and leadership meetings, including scheduling, invitations, rooms or virtual access, agendas, pre-reads, technology, and hospitality when appropriate
• Maintain a practical tracker for assignments, approvals, commitments, and pending issues
• Follow up with participants to help keep commitments on track
• Compile information and prepare draft summaries, talking points, reports, or presentation materials as directed by the executive
• Communications and Stakeholder Coordination
• Manage and triage incoming email, calls, invitations, and requests
• Elevate sensitive or time-critical items promptly
• Draft, edit, proofread, and format correspondence, presentations, talking points, reports, and other executive materials in a clear, accurate, and professional voice
• Cover important topics in accurate, timely communication across offices and leadership teams
• Partner with Communications and Marketing on approved external communications, events, and social media support as requested
• Project Coordination and Cross-Functional Support
• Provide project coordination for selected executive initiatives, academic operations, events, and time-sensitive assignments from planning through completion
• Create and update practical work plans, timelines, milestone lists, action logs, and shared project materials based on established goals and direction
• Schedule working sessions, coordinate materials, collect updates, and help participants understand assignments, dependencies, and deadlines
• Monitor progress, flag delays or unresolved issues, prepare concise status updates, and elevate matters that require direction or a decision
• Maintain organized project documentation, follow up with owners, and confirm that assigned deliverables are completed and communicated
• Collaborate effectively with Academic Affairs, Student Enrollment and Engagement, Finance, Human Resources, Institutional Advancement, Communications and Marketing, and other partners as the work requires
• Office Operations, Financial Administration, and Records
• Manage and improve executive-office procedures, contact information, shared resources, and routine workflows to strengthen consistency, responsiveness, and efficiency
• Track office spending, invoices, purchasing-card activity, reimbursements, and expense documentation in accordance with Berklee procedures
• Maintain organized, secure, and accessible electronic records, meeting materials, and executive files
• Safeguard personnel-related, student-related, financial, legal, and strategic information with exceptional discretion and appropriate access controls

Requirements

• Bachelor’s degree or an equivalent combination of education and relevant professional experience
• Seven to ten years of experience supporting executive-level individuals in a complex, fast-paced professional environment
• Demonstrated success managing a demanding executive calendar, preparing meeting materials, coordinating communications and travel, and maintaining reliable follow-through
• Experience coordinating projects using work plans, timelines, milestones, action tracking, status updates, and organized documentation
• Strong problem-solving skills and the ability to gather information, identify missing details, and prepare clear summaries or materials for executive review
• Exceptional written, verbal, editing, proofreading, and interpersonal communication skills
• Outstanding organization, prioritization, accuracy, and attention to detail, with the judgment to manage multiple time-sensitive responsibilities and sensitive information
• Able to build trust and work effectively with senior leaders, faculty, staff, students, and external stakeholders across different roles, perspectives, and communication styles
• Strong financial administration skills, including budget tracking, invoice processing, purchasing-card reconciliation, and expense reporting
• Advanced proficiency with modern productivity and AI-assisted tools, including Google Workspace, Microsoft 365 (Word, Excel, PowerPoint), Adobe Acrobat, Apple/Mac environments, and generative AI platforms (e.g., ChatGPT, Gemini) to streamline workflows, draft communications, and organize executive deliverables
• Demonstrated commitment to a respectful, inclusive workplace that values difference and welcomes multiple perspectives

Qualifications

• Required Qualifications
• Bachelor’s degree or an equivalent combination of education and relevant professional experience
• Seven to ten years of experience supporting executive-level individuals in a complex, fast-paced professional environment
• Demonstrated success managing a demanding executive calendar, preparing meeting materials, coordinating communications and travel, and maintaining reliable follow-through
• Experience coordinating projects using work plans, timelines, milestones, action tracking, status updates, and organized documentation
• Strong problem-solving skills and the ability to gather information, identify missing details, and prepare clear summaries or materials for executive review
• Exceptional written, verbal, editing, proofreading, and interpersonal communication skills
• Outstanding organization, prioritization, accuracy, and attention to detail, with the judgment to manage multiple time-sensitive responsibilities and sensitive information
• Able to build trust and work effectively with senior leaders, faculty, staff, students, and external stakeholders across different roles, perspectives, and communication styles
• Strong financial administration skills, including budget tracking, invoice processing, purchasing-card reconciliation, and expense reporting
• Advanced proficiency with modern productivity and AI-assisted tools, including Google Workspace, Microsoft 365 (Word, Excel, PowerPoint), Adobe Acrobat, Apple/Mac environments, and generative AI platforms (e.g., ChatGPT, Gemini) to streamline workflows, draft communications, and organize executive deliverables
• Demonstrated commitment to a respectful, inclusive workplace that values difference and welcomes multiple perspectives
• Preferred Qualifications
• Experience in higher education, the arts, a nonprofit organization, or another mission-driven, relationship-centered environment
• Experience supporting an academic executive or working in an environment involving faculty, students, senior administrators, donors, or external partners
• Experience using project-management, task-management, or enterprise systems to track assignments, timelines, and follow-through

Pay

Hiring Range: $33/hr - $44/hr

Schedule

Temporary (Fixed Term)