Position Overview

The Executive Assistant is a full-time role who will report to the Chief Academic Officer (CAO) and President of the College. The Executive Assistant will provide a wide range of administrative support in the accomplishment of the College’s mission and goals. The Executive Assistant represents Bay State College, CAO, and the President by responding (orally and in writing) to, and in collaboration with,  diverse constituencies, including the College’s Leadership Team, members of the Board of Trustees, students, parents, faculty, staff, alumni, and college friends and partners. This person’s responsibilities include exercising discretion and independent judgment in managing complex calendars, coordinating travel arrangements, scheduling governance and other meetings, creating agendas, taking meeting minutes, and assisting with action-item tracking. Responsibilities also include the ability to draft and format documents and presentations.

  • 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.

Working Conditions

  • Normal office conditions. Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves the operation of computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions, as necessary.
  • Must be available to work a flexible schedule.
  • Travel is primarily local during the business day. May require travel to other locations occasionally.

Benefits and Perks

  • Medical, Vision, and Dental
  • Life and AD&D
  • Short and Long-Term Disability
  • Flexible Spending Account
  • Voluntary Benefits
  • Commuter Benefits
  • 401K Retirement Plan
  • Paid Holidays
  • Floating Holidays
  • Personal Days
  • Vacation Time
  • Sick Leave
  • Employee Assistance Program
  • Tuition Reimbursement
  • Tuition Waiver

Pre-Hire Process

  • 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.

This position has been filled.