- Facilitate the flow of information between the President and College Leadership Teams.
- Establish and coordinate efficient, regularly scheduled meetings with both the College Leadership Team and Academic Leadership Team. Participate in such meetings by transcribing notes, distributing minutes, tracking, and following up on identified action items.
- Screen/filter the President’s incoming and outgoing correspondence via email or any other communication tools, often responding directly to individuals or drafting replies.
- In coordination with the College Leadership Team, assist with planning, set-up, organization, and seamless orchestration of small to large-scale events and conferences.
- Organize and file notes, papers, and any other project-related information, using an efficient and accessible system.
- Arrange domestic and international travel plans, itineraries, and meeting agendas and remain on call to coordinate travel changes, delays, and last-minute needs.
- Keep the President informed of commitments, responsibilities, following up when appropriate.
- Manage the President’s calendar, coordinating commitments, appointments, and events.
- Complete a variety of administrative tasks, including the following: managing an extremely active calendar (coordinating and booking meeting requests, conferences, etc.), completing expense reports and other general office requirements, and composing and preparing follow up correspondence and “thank you” notes.
- Assist in managing PO’s and invoices.
- Liaise with Ambow Group and follow-up on correspondence.
- Create online surveys as directed using online survey software.
- Handle confidential material with tact and discretion.
- Provide support for special projects.
- Assist Interim DoC/CAO in managing adjunct faculty payroll.
- Assist Interim DoC/CAO in producing, revising, and sending calendar-based email communications to faculty, staff, and students regarding final grades, course evaluations, and surveys, as well as communication and administrative tasks regarding retention-focused initiatives such as advising, mid-semester progress reports, and early intervention assignments.
- Assist Interim DoC/CAO in administrative functions and tasks around accreditation documents and reports.
- Perform all other duties as assigned by the CAO and President.
- Bachelor’s Degree preferred.
- Must have a minimum of 3+ years’ experience as an Executive Assistant.
- Ability to be able to speak and write fluently in English.
- Experience supporting high-level executive in higher education setting.
- Strong organizational skills with great attention to detail.
- Strong multi-tasking and prioritizing skills with the ability to meet deadlines.
- Excellent written and verbal communication skills.
- Strong interpersonal skills with a customer service focus.
- Ability to work independently and as part of a team.
- Experience with Microsoft Office Applications.
- Bilingual language is a plus.
- Must be authorized to work in the United States
- Bay State College does not provide employment sponsorship
About Bay State College
Bay State College is a private career-focused college founded in 1946 in the Back Bay neighborhood of Boston. With a mission to prepare students for successful careers and global citizenship through academic rigor and individualized support, Bay State seeks educational leaders ready to develop students for professional and personal well-being far into the 21st century
Bay State College is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy, and pregnancy-related conditions, or any other characteristic protected by law.