Executive Assistant

School/Division

Office of Information Technology

Department Name

Office of Information Technology

Job Title

Executive Assistant

Job Description/Daily Tasks (REQUIRED)

Provide High Level Executive Support

Supporting Actions:

• Review correspondence and communication requiring the Project Owner's attention.
• Using discretion, determine who should prepare responses, follow-up and review completed projects to ensure work meets expected standards.
• Draft responses, research, prepare reports and/or executive summaries to facilitate decision making.
• Manage calendars using judgment in setting priorities and scheduling appointments.
• Manage travel arrangements.

Major Responsibility : Oversee event planning/ad hoc meetings

Supporting Actions:

Proactively plan for standing and ad hoc meetings and events. Research and propose venues, food and beverage options, and room and equipment set-ups appropriate to support meeting/event objectives. Estimate costs and manage meeting within approved budget. Coordinate schedules among participants. Ensure invitations and RSVPs are extended and recorded. Assist with seating plans. Review contracts and agreements to ensure accuracy of terms and intent. Coordinate all logistics, finalize arrangements and attend as appropriate to facilitate on site event management,

ie. Client Town Hall meetings, annual all staff picnic, Professional development days, etc

How many positions?

1

Location of Position: If Remote, please specify exact working address:

200 Dyer Street, Providence RI

Position Classification: Onsite, Hybrid and Remote

Hybrid/remote

Is this a new role or a backfill?

Backfill

What is the reason/justification for this need?

Vacancy due to a resignation

What is the estimated duration for this business need?

3 months

FLSA: exempt or non-exempt?

Non-exempt

What is the desired Start Date?

ASAP

What is the expected End Date?

3 months from start date

What are the daily hours (schedule) for this role? (i.e.: 9-5, 8-5)? If part time/per diem, please specify approximately how many hours.

8:30 - 5 pm (open to flexible hours)

Type of experience needed?

Experience supporting senior level directors. Strong calendaring experience and ability to multi-task.

Number of years of experience needed?

2- 3 years of administrative support

Minimum education requirement?

Bachelors preferred

Are there any specific tools the resource will need to know how to use?

Excel, Google applications, Word.

What is the ideal personality for someone in this role?

Candidate that is flexible and has a strong attention to detail, completes assignments in a fast paced environment.

Must the resource be bilingual? If so, in what language?

English

Provide the TOP 3 "must have skills?

Calendar scheduling skills, attention to detail, completes assignments in a fast paced environment.

Which skills are "nice to haves ?

Worked at Brown and had previous Brown credentials.