Executive Assistant to the Dean

General Summary:

Reporting to the Dean of the College of Science and Mathematics (CSM), the Executive Assistant to the Dean provides high-level administrative, communications, and project support that advances the College's mission and strategic initiatives. The Executive Assistant (EA) serves as a central hub for coordination, communication, and execution for the Dean and within the Dean's Office. This role combines traditional executive support with a broader portfolio that includes communications at multiple levels. The EA plays a key role in managing the Dean's calendar, ensuring the effective flow of information and materials, and serves as a primary liaison between the Dean's Office, internal stakeholders, and external partners. The role includes meeting coordination, and office organization. The EA supports and may coordinate projects and events, collaborating with faculty, staff, and external partners to ensure high-quality execution.

A significant portion of the role involves contributing to and managing College-level communications, including website updates, social media engagement, and newsletter contributions, to promote CSM programs, events, research, and success. The incumbent also serves as the primary interface for students and visitors to the Dean's Office, ensuring that all interactions reflect the College's values of professionalism, accessibility, and student-centered service.

Examples of Duties:

Executive Organization and Prioritization

• Manage and prioritize the Dean's calendar, coordinating internal and external meetings, events, and speaking engagements. Anticipate scheduling needs and ensure appropriate preparation of materials and follow-up. Arrange travel logistics and manage reimbursements in compliance with university policy. Maintain organized digital and physical filing systems for confidential and administrative records.

Communications and Digital Engagement

• Coordinate and contribute to College communications including announcements, newsletters, and digital or printed content on behalf of the Dean's Office. Manage updates to the College website and collaborate with University Communications to ensure accuracy, relevance, and alignment with institutional messaging. Contribute to development and maintenance of social media content that highlights College events, research, and achievements.
• Assist with the production of a weekly newsletter and other internal communications
• Draft and edit correspondence, reports, and public-facing materials that advance CSM's mission and visibility.
• Support the Dean in confidential communications as needed.

Projects and Events

• Plan, coordinate, and execute College events such as the CSM Showcase, Honors Convocation, Welcome Days, Open Houses, and alumni activities. Collaborate with faculty and staff on College-hosted conferences and events. Manage event logistics, vendor relations, budgets, and contracts, ensuring compliance with university procurement guidelines. Serve as the on-site lead for events, ensuring smooth execution and positive engagement among participants.

Student and Guest Interface

• Serve as the primary point of contact for students, visitors, and guests to the Dean's Office, fostering a welcoming and professional environment. Triage inquiries, provide accurate information, and ensure appropriate referrals to university resources. Promote a culture of responsiveness, inclusion, and student-centered service.

Collaboration and Administrative Integration

• Work closely with the Dean's Office staff and other College administrators to ensure coordinated operations across all functions. Participate in project teams, committees, and working groups advancing College priorities. Support documentation, tracking, and reporting for College projects and initiatives. Perform other related duties as assigned by the Dean.

Qualifications:

Bachelor's degree and three to five years of relevant experience, which may include experience in project management, communications, and administrative coordination. Demonstrated ability to manage complex calendars and coordinate high-profile meetings or events. Excellent written and oral communication skills, with the ability to draft professional correspondence and content for publication. Proficiency with Microsoft Office Suite, Adobe Acrobat, and web content management systems. Familiarity with social media platforms and digital or hard copy content creation. Strong organizational, problem-solving skills with ability to work to a deadline
A positive mindset, friendly and collegial personality

Application Instructions:

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

This is a non-union exempt position.

UMass Boston expects to pay within an approximate range between $71,200 and $106,800 for this position.

The specific pay for this position will be determined by the University based on the consideration of all relevant factors when and if it decides to extend an offer of employment.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HR@umb.edu or 617-287-5150.