Executive Assistant

General Summary: 

The Executive Assistant to the CIO provides high level support and confidentiality to the CIO and the Office of the CIO. Manages the daily operations of the office with the ability to deal with and handle situations that are sensitive in nature ensuring the day-to-day processes and communications flow smoothly and efficiently. The Executive Assistant works with the CIO and Directors to establish and maintain relationships with other departments and external customers; s/he serves as the primary contact for the Chancellor’s Office, Academic Affairs, Administration and Finance, UMass President’s Office and other University Departments as well as external organizations and individuals; manages the Vice Chancellor’ calendar, scheduling appointments, meetings, works closely with the operation of all aspects of event planning and implementation and special events as needed; maintains records, makes travel arrangements and prepares purchase orders and payment vouchers; researches and prepares reports as needed.

Examples of Duties: 

• Serves as lead administrative employee in the CIO Office and as liaison to other staff members regarding correspondence,scheduling, general office procedures and projects relating to the work of the CIO;
• Manage executive calendar of the CIO’s; daily schedule of appointments, on- and off-campus;
• Executes appropriate follow-through on meetings and appointments;
• Collaborates with the direct reports to the CIO on projects, reports and assignments; carry out work procedures, in cooperation with other units of the Division to ensure the efficient and effective flow of work;
• Interacts regularly and diplomatically with diverse groups of internal and external callers and visitors;
• Collects, prepares and analyzes briefings, backgrounds, and other materials in preparation for the Cl O’s meetings;
• Manages the daily administrative and clerical processes to ensure effective operations for the office of the CIO;
• Manages divisional and committee meetings, including reservation of necessary space, mailing of invitations; track RSVP’s, meet with caterers and vendors, etc.;
• Prepares, edits and files correspondence and various confidential reports on the CIO’s behalf;
• Assists with travel needs and independently coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of availability and obligations;
• Manages all aspects of event planning; Special events (IT Expo), large meetings, external meetings (e.g. Staff meetings,
• Leadership Retreats and external client meetings);
• Responds to various requests to the CIO;
• Completes projects and special assignments as assigned by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress and problem solving;
• Performs advanced word processing and desktop publishing to include complex presentations;
• Researches, compiles, summarizes and analyzes information to formulate correspondence and respond to various inquiries for internal and external clients;
• Provides proactive meeting setup for Directors including locating conference rooms, AV equipment and coordinating meeting materials for meetings;
• May perform personal assistant duties as assigned or requested by the CIO;
• Completes and manages Bank Card transactions for the CIO’s office and  other areas within IT as requested;
• Assist with on-boarding new IT employees as it pertains to division-wide introduction and operational familiarization;
• Coordinate and scribe campus-wide IT Executive Council meetings, including interfacing with IT Governance Coordinator role;
• Actively supports the University to advance the concepts of Diversity, Equity and Inclusion in the workplace.

Qualifications: 

Bachelor’s Degree preferred; Three-five years of administrative support experience, preferably in higher education is required.

• Demonstrated organizational skills with strong attention to detail;
• Excellent communication skills;
• Experience with MS Office Suite;
• Ability to work well under pressure in a fast-paced setting;
• Strong customer service and interpersonal skills;
• Ability to coordinate multiple projects simultaneously and work with others to accomplish assigned tasks;
• Strong work ethic and ability to exercise confidentiality.

Application Instructions:

Please apply online with your resume, cover letter and list of three references. 

Review of candidates will begin following the application closing date.

Salary Range: Commensurate with experience

This is a non-union exempt position. 

All official salary offers must be approved by Human Resources.

UMass Boston requires all employees to be vaccinated against COVID-19 and to confirm proof of their vaccination status. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.