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Our client, a university based in Waltham, MA, is seeking a Senior Administrative Assistant to join their team! This role is open ended temporary through the end of the year with potential to extend, onsite in Waltham, Monda through Friday 35 hours per week, and paying up to $32/hour. You would report to the VP of development in their Institutional Advancement department. Interested and qualified candidates are encouraged to apply today!

ADMINISTRATIVE & MEETING PLANNING SUPPORT

• Serves as the general manager for the office of the VP and AVPs and ensures efficient office workflow.
• Tracks action items to ensure follow-up and resolution; organizes files and materials; supports logistical and policies related to the work of the Development team and senior leadership in the department.
• Provides high level administrative support to the VP and AVPs.
• Primary responsibility involves management of complex calendars, handling sensitive information with the utmost discretion and strict attention to confidentiality.
  Proactively manages all meeting arrangements and logistics ensuring meetings start on time; keeps all informed of upcoming commitments and responsibilities, following up appropriately.
• Assists with meeting document preparation and follow-up as needed.
  Helps to plan, facilitate and execute meetings with alumni, donors, academic partners, Centers/Institutes/Units, and the Office of the President as requested.
• Creates supporting materials for these meetings as needed and manages oversight of related Ascend entries. Assists with major development events on and off campus, as needed.
• Performs monthly expense reconciliations; orders supplies and manages purchases for the VP and AVPs, and their team members, as needed.
• Works closely with the SVP Office to support systems, procedures and protocols to ensure smooth and consistent back-up, when needed.

WRITTEN COMMUNICATIONS

• Composes, prepares, drafts, reviews and distributes correspondence, emails and meeting agendas.
• Provides editorial review of special reports, presentations and other communications created by the VP and AVPs.
• Assists with updating standardized weekly and monthly reports, including those of a financial and performance/metrics nature.
• Leads creation and distribution of invitation lists and attendee briefings for Development events managed by the VP AVPs.
• Drafts and prepares presentations and other materials for meetings; publishes, organizes and distributes content, including office policies, procedures, etc.

DATA AND INFORMATION MANAGEMENT

• Responds to requests for information from a wide range of constituents; determines priorities and manages distribution and access.
• Works on projects that require basic data manipulation and analysis skills, including financial calculations, descriptive statistics, budget management.

REQUIREMENTS

• Bachelor's degree/equivalent (Bachelor's degree preferred or AS/equivalent with formal administrative training plus 5 years of related work experience); relevant certifications or advanced degrees highly desired.
• Minimum 3-5 years of total work experience with a bachelor's degree OR 5+ years with an Associate's degree and formal administrative training; at least 7 years is strongly preferred. at least 3 years of experience supporting C-suite executives or senior leaders in a nonprofit or academic setting.
  1-3 years supervisory experience preferred. May hire, train and/or supervise student workers.
• Exhibits excellent written and oral communications skills that promote academic and business professionalism and conveys information clearly and concisely.
• Strong writing proof-reading and editing skills are required; writing examples will be requested.

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