Reporting to the Senior Vice President of Marketing and Communications (SVP of Mark/Comms), this position is a highly collaborative role that will be a key contributor and supporter of the Central Communications team. The Executive Admin/Project Coordinator will provide executive and administrative support to the Office of Marketing and Communications and ensure smooth daily administrative operations of the office. The Executive Admin/Project Coordinator is an integral part of the operations for the Central Communications team and will be expected to proactively participate and facilitate team meetings and office gatherings.
This is a part time position working 20-hour a week and is eligible for benefits. Office hours are generally 9:00 a.m. – 1 p.m.; hours may vary occasionally due to variations in the academic year.
Position Description
The Executive Assistant/Project Coordinator will participate in a wide range of projects identified as priorities by the SVP of Mark/Comms. These projects span across multiple aspects of the organization and include, but are not limited to:
60 % Executive assistance for the SVP of Mark/Comms, and related office administrative management. This includes managing calendars, planning, scheduling, and preparing materials for meetings; composing and distributing meeting minutes; coordinating/planning office events/meetings; assisting with project tracking and coordination; maintaining office supplies; coordinating IT/space needs; and processing invoices and expense reports
30 % Coordinating non-emergency university-wide communications; assist staff as needed with basic edits in the content management system (CMS) for Communications-maintained sites
5 % Coordinating event logistics for office meetings
5% Supporting the onboarding of new staff
Basic Qualifications
Candidates MUST meet the following basic qualifications to be considered for this role:
BS/BA/equivalent required plus 3-5 years of related work experience or AS/equivalent with formal administrative training plus 5 years of related work experience
Computer skills, including Microsoft Office suite of programs (i.e., Word, Excel, PowerPoint, and Outlook), and Google suite of programs (i.e., Google Docs, Google Spreadsheets, and Google Calendar) required
Experience with the logistics of managing a department budget, such as providing reports, moving invoices and contracts through an approval process, ensuring the department stays within the operating budget
Ability to maintain confidentiality of sensitive information
Familiarity with bulk email systems and/or content management systems; comfort with learning new web-based communications tools
Excellent interpersonal skills and ability to communicate professionally with a diverse constituency, including senior administrators, faculty, and students
Excellent organizational and creative problem-solving skills
Flexibility and willingness to provide assistance to the team as needs change over time
Proven ability to work collaboratively and be an effective team player
Experience or demonstrated interest in equity, diversity, inclusion, belonging, and antiracism work preferred
The Central Communications team supports a hybrid workplace model which will actively support some remote work, with the expectation that there will be a minimum of four in-office days per week. Specific days and schedules for on-site work and remote work will be discussed during the interview process.
Commitment to Diversity, Equity, and Inclusion
Diversity, equity and inclusion are important values at Brandeis today and always have been for they are rooted in our founding as an institution. These values serve as a reminder for self-reflection, and a continuous call to grow for us as Brandeisans. Founded as a model institution for ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of all nationalities, religions, and orientations. Moreover, social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the evolving diversity of our larger society. Read more online about our Mission and Diversity Statements at Brandeis Mission and Diversity Statements.
If you are interested in a role and have relevant experience but your work history does not align perfectly with every qualification in the job description, we nevertheless encourage you to apply.
Closing Statement
Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.
