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Boston College Administrative Assistant - EVP Office/Office of the President in Chestnut Hill, Massachusetts

Boston College Introduction

Founded in 1863, Boston College is a Jesuit, Catholic university located six miles from downtown Boston with an enrollment of 9,484 full-time undergraduates and 5,250 graduate and professional students. Ranked 35 among national universities, Boston College has 888 full-time and 1,281 FTE faculty, 2,711 non-faculty employees, an operating budget of $1.4 billion, and an endowment in excess of $3.5 billion.

Job Description

As an Administrative Assistant, your primary responsibility would be to provide administrative and secretarial support to the Office of the Executive Vice President, which includes the Executive Vice President and the Special Assistant to the EVP. This includes answering phone calls, coordinating calendars, organizing meetings, processing invoices and expense reports, managing electronic and hard copy files, assisting with the creation of presentations and agendas, and communicating with internal and external stakeholders. You will also be responsible for conducting basic research and assisting with other projects as needed. In addition to this, you will be expected to greet and handle guests, meeting attendees, and other visitors to Botolph House (which includes both the Office of the President as well as the Executive Vice President).

As part of your role you will support the Office of the President, answering various telephone lines, taking messages, and directing calls under the guidance of the VP and Executive Assistant to the President. As an Administrative Assistant, you will work closely with the EVP, VP, and Executive Assistant to the President and Botolph House staff.

Primary responsibilities include maintenance of efficient work procedures to ensure a smooth office operation, screening of incoming telephone calls, scheduling appointments and meetings, preparing correspondence, administrative memoranda and reports, producing and distributing notes from meetings, maintaining a filing system, arranging for meetings and travel accommodations, monitoring the administrative budget of the Executive Vice President's office, coordinating administrative functions of the Executive Vice President's office, assisting with projects, assisting with the preparation of special events, and supervising work-study students.

The Administrative Assistant has the responsibility of interacting with all departments of the University, including senior officers and administrators, as well as external contacts such as trustees, donors, consultants, and vendors. This individual may also have contact with students and participants who are part of various committees and initiatives. Moreover, the Administrative Assistant is usually the first point of contact for visitors to the President's and Executive Vice President's Offices.

Full-Time Equivalent Hiring Range: $50,650 to $63,300; salary commensurate with relevant experience.

Requirements

The following are the skills and qualifications required for the job: - Strong interpersonal and organizational skills with a keen attention to detail and accuracy.

  • Excellent communication skills, both oral and written, with a proactive approach to communication.

  • Proficiency in Windows PC, Microsoft Office, and calendaring applications; experience in PeopleSoft is preferred.

  • Capability to handle multiple tasks and complete them within deadlines. - Discretion and good judgement when dealing with confidential materials and difficult conversations.

  • Ability to work independently without requiring close supervision.

  • Essential phone manner skills to communicate effectively.

  • Knowledge of Boston College or a University setting is a plus.

To be considered for the role, a Bachelor's degree is strongly preferred. If you do not have a Bachelor's degree, you need to have a minimum of a high school diploma. You should also have a high degree of proficiency in MS Office, email, internet skills, and proofreading abilities. Additionally, having knowledge of Peoplesoft is a plus. When it comes to experience, we require a minimum of 2-3 years of related office experience. If you have experience in a specific industry or have functional experience, please let us know. We are looking for someone who is tactful, polished, professional, patient, and discreet. Confidentiality is vital in this role. You must be able to interact with people of different personalities and exhibit a high degree of cooperation and willingness to assist with all projects, events, and matters related to the Office of the President and the Executive Vice President. Teamwork is a must.

Closing Statement

Boston College offers a broad and competitive range of benefits depending on your job classification eligibility:

  • Tuition remission for Employees

  • Tuition remission for Spouses and Children who meet eligibility requirements

  • Generous Medical, Dental, and Vision Insurance

  • Low-Cost Life Insurance

  • Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans

  • Paid Holidays Annually

  • Generous Sick and Vacation Pay

  • Additional benefits can be found on https://www.bc.edu/employeehandbook

Boston College conducts pre-employment background checks as part of the hiring process.

Boston College is an affirmative action, equal opportunity employer. In concert with our Jesuit, Catholic mission, Boston College is dedicated to the goal of building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment and strongly encourages applications for women, minorities, individuals with disabilities, and covered veterans. To learn more about how BC supports diversity and inclusion throughout the university please visit the Office for Institutional Diversity at https://www.bc.edu/diversity .

Boston College's Notice of Nondiscrimination can be viewed at https://www.bc.edu/nondiscrimination .

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