Executive Assistant to the Provost

Job Summary

The Executive Assistant to the Executive Vice President & Provost (EA) provides leadership and operational oversight for the Office of the Provost, assisting with planning, scheduling, communication, and event/meeting management. Combining a thorough knowledge of policies, business practices, office technology, and constituents with an understanding of CIM’s role within the community, the EA exercises autonomy in supporting the Executive Vice President & Provost (Provost) with proactive administrative support that allows the Provost to operate strategically and efficiently while building bridges between and among the Provost and other Officers and Members of the President’s Council; campus leaders, faculty, and students; and CIM’s partners. By contributing to a culture of accountability and responsiveness, fostering a collaborative environment, and building internal and external relationships, the EA will help deliver CIM’s mission: empowering the world’s most talented classical music students to fulfill their dreams and potential.

Primary Duties and Responsibilities

• Provide administrative support to the Provost and manage the Office of the Provost, including:
• Manage Provost’s calendar, appointments, meetings and travel.
• Coordinate details and logistics for events and meetings, including invitations, setup, technology, catering, and teardown.
• Engage with students, alumni, faculty, staff, trustees, and the public on behalf of the Provost by reviewing, prioritizing, and responding to inquiries and concerns.
• Present a positive public image of CIM by serving as a greeter, liaison and representative for guests, visitors and external partners.
• Track, prepare and submit accounting and expense reports.
• Draft communications and ensure consistent messaging.
• Provide and prepare research, reports, data, analysis, and presentations.
• Organize, store and make accessible accurate records and files.
• Otherwise support the Provost’s needs during work hours so that the Provost can remain focused on the work at hand.
• Coordinate communication among academic leadership and academic department administrators to ensure a cohesive approach to all functions supervised by the Provost.
• Staff and support assigned Trustee, Administrative and Faculty committees.
• Manage programming, budgeting, and travel arrangements for guest artists, speakers and consultants, as well as other assigned initiatives of the Office of the Provost.
• Work alongside the Director of Partnerships and Career Strategy to deliver programs within CIM’s Center for Innovative Musicianship and execute elements of institutional partnerships.
• Project manage major academic and student events, ensuring execution of all associated deliverables, including Convocations and Commencement.
• Support the Provost by managing and coordinating assigned special projects and programs that advance and operationalize strategic goals and initiatives
• Collaborate regularly with, and provide assistance and backup as needed to, the Executive Assistant to the President & CEO to ensure alignment between the President’s and Provost’s office and reinforce support for the President, President’s Council Officers, and Board of Trustees
• Contribute to the overall success of CIM and the Office of the Provost by performing other essential duties and responsibilities as assigned.

Education, Experience and Qualifications

• Bachelor’s degree preferred; associate’s degree required. Demonstrated significant and relevant professional experience accepted in lieu of degree.
• At least five years of increasingly responsible administrative experience required, with a preference for having worked as an assistant to a person in an executive role.
• Experience in a higher education institution and/or non-profit arts organization preferred.
• Excellent verbal, written, and communication skills are required – including precise command of grammar and spelling – as well as ability to interact effectively and diplomatically with a wide range of constituencies.
• Able to work independently, solve problems, and make substantive decisions quickly and in an environment with competing deadlines.
• Reliable organizational skills, attention to detail and ability to meet deadlines consistently.
• Proficiency with word processing, spreadsheets, and presentation software and meeting/conference software and technology.

Job Competencies

• Dependability – Meets deadens, works independently, accountable, maintains focus, punctual, good attendance record
• Interpersonal Skills – Builds strong relationships, is flexible/adaptable, works well with others, solicits feedback
• Organization Skills – Information organized and accessible, maintains efficient workspace, manages time well
• Project Management – Monitors status of projects, thoroughly deals with project details, holds project owners accountable, delivers clear, accurate depiction of status

Personal Attributes

• Love for music and the arts along with a passion for helping young people thrive.
• Collaborative and team oriented.
• Quick study with a bias towards action and an ability to overcome obstacles.
• Driven by an internal sense of urgency and will to succeed.
• Comfortable working with a diversity of people and personalities.
• Focused on exceptional internal and external customer service.
• Humility, commitment to service, optimism and a sense of humor.
• Derives satisfaction from helping others achieve their goals.
• Ability to maintain discretion and confidentiality handling sensitive information.
• Committed to contributing to an equitable and inclusive work and learning environment.

Working Conditions/Physical Requirements

• Most of the work will take place in an office with heavy phone and PC usage.
• Some evening and weekend work may be required.

Direct Reports

• May occasionally supervise work-study students or interns.