EXECUTIVE ASSISTANT TO THE DEAN, Strategic Initiatives

About Arts and Sciences Boston University

Established in 1873 Arts and Sciences is Boston Universitys largest and most academically diverse unit encompassing over 8400 undergraduates 2000 graduate students 800 faculty members and 300 staff across 50 departments programs centers and institutes.

Our faculty are award-winning researchers innovative teachers and dedicated mentors committed to exploring the complexities of our present and past uncovering new perspectives and crafting creative solutions to real-world problems.

Our staff are dynamic mission-driven professionals who foster community inclusion and belonging to advance every aspect of the college enterprise.

Our community thrives on collaboration bold ideas and interdisciplinary exploration. Join us in supporting the pursuit of knowledge that changes the world and provides boundless opportunities to inspire the next generation of leaders.

We offer generous benefits including health dental and life insurance tuition remission retirement savings paid time off and holiday leave.

Position Overview

The Executive Assistant to the Dean of Arts & Sciences is a central role supporting the Dean and the broader activities of the College of Arts & Sciences BUs largest college.

This position manages the Deans calendar and key correspondence while also providing administrative support for meetings events and Dean-led initiatives.

The Executive Assistant works closely with the Dean and senior leadership team to ensure priorities are executed smoothly and effectively.

Key Responsibilities

Calendaring and Scheduling (35%)

• Manage the Deans calendar with a high level of accuracy and attention to detail
• Coordinate across all levels of the University and external partners regarding scheduling
• Partner with Advancement to schedule fundraising meetings and coordinate travel arrangements
• Organize meetings including CAS chairs and directors meetings faculty meetings and other Dean-led committees or initiatives
• Provide administrative support for Dean-led searches and initiatives

Event Management (25%)

• Plan and execute events including those held at the Deans residence
• Coordinate logistics including program development catering décor vendor contracts and space setup
• Attend events including evenings and occasional off-hours to ensure successful execution
• Oversee academic lectures including coordination with communications publicity and attendance tracking
• Support senior staff retreats holiday events and other annual or special events
• Make real-time decisions to ensure events reflect the Deans Office appropriately

Communications (25%)

• Review track and manage incoming correspondence to the Dean
• Prioritize and route communications appropriately using independent judgment
• Maintain strict confidentiality given the sensitive nature of materials
• Proofread and prepare correspondence for distribution
• Coordinate Dean-level communications in partnership with the Communications Office
• Maintain and organize key documents and materials

Office Management (10%)

• Support overall functioning of the Deans Office and daily operations
• Identify purchasing and technology needs and make recommendations
• Manage front office support including phone coverage greeting guests mail handling and supplies
• Hire and supervise student interns as needed
• Coordinate closely with the Special Projects Administrator on office operations

Special Projects (5%)

• Provide support for one-off or time-sensitive projects within the Deans Office

Required Qualifications

• 35 years of experience in a comparable executive support role.
• Demonstrated experience managing complex events.
• Strong interpersonal organizational and communication skills both written and verbal.
• Exceptional attention to detail and ability to manage competing priorities.
• Discretion and sound judgment when handling confidential information.
• Collaborative approach and ability to work effectively across diverse stakeholders.
• Strong time management skills and ability to work independently.
• Positive professional and proactive attitude.
• Proficiency in Microsoft Outlook and Microsoft Office Suite.