Overview

Job Location:
Wellesley MA

The Administrative Assistant provides direct overall support to Chief Information Officer (CIO). Specific responsibilities include serving as the initial interface between the CIO and the internal and external community; providing indirect support to the Deputy Chief Information Officer (DCIO), Chief Information Security Officer (CISO), Director of Academic Technology, Chief Architect, and Chief of Infrastructure; interacting routinely with multiple constituencies including faculty, staff, and students, and providing comprehensive administrative support through the planning and managing of meetings and events, calendar management, document preparation, and responding to inquiries; and independently managing specific projects and processes as assigned.

Key Responsibilities:

  • Provides administrative support to the CIO including but not limited to: calendar management, scheduling meetings and travel arrangements, email monitoring, and event management.
  • Serves as the first point of contact, acts as a liaison, and builds and maintains professional relationships both internally and externally on behalf of the CIO. Greets and receives all visitors, answers and screens phone calls, refers individuals to appropriate staff, and ensures accurate and timely assistance in all matters.
  • Responsible for managing daily activities of the CIO’s office and collaborating on the development and monitoring of divisional strategic plans, goals, and objectives. 
  • Provides overall administrative support to the department/division including but not limited to: entering, formatting, and printing information; organizing work; relaying messages; maintaining files; monitoring equipment; coordinating faxes; and assessing and ordering supplies.
  • Creates correspondence, reports, presentations, and other materials for own or supervisor’s signature. Proofreads and edits copy generated by supervisor and others.
  • Oversees maintenance of electronic and paper filing systems and databases including retrieval of information, supervision of data entry, interfacing with IT colleagues for problem resolution, and revising existing or creating new processes for maximum efficiency.
  • Manages the department email account, responding to all emails in an appropriate and timely manner.
  • Responsible for planning and arranging logistics for meetings and special events.
  • Process items in Workday as needed such as contracts to be reviewed, expense reports, staffing allocation requests, etc.
  • May assist with travel arrangements for department staff, including preparing hotel reservations, scheduling flights, and transportation.
  • May supervise the daily workload of student assistants.
  • Assumes additional responsibilities and special projects as required and as necessary.

Supervises:

Student Assistants (1-5)

Education Requirements:

Minimum Level of Education Required                    Associate’s Degree

Position Knowledge/Skills & Abilities Requirements:

  • Must have at least 5-7 years of experience supporting a mid-senior level executive
  • Ability to present a positive and professional demeanor at all times
  • Must have the highest standards of ethics and confidentiality
  • Must have excellent typing, editing, and proofreading skills
  • Must have strong organizational, interpersonal, customer service, and communication skills, and must be able to maintain a high degree of confidentiality at all times
  • Ability to successfully perform multiple tasks and balance multiple priorities is essential
  • Thorough knowledge of MS Office (Word, Excel, Power Point, etc.) is necessary
  • Ability to work with ethnically, culturally, and socially diverse students, staff, faculty, and other constituencies
  • Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
  • Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
  • Must have strong supervisory skills

Working Conditions:

  • Effective November 15, 2021 we are requiring all non-unionized Babson faculty and staff members authorized to work on our campuses or any other property owned or controlled by the College to verify that they have been fully vaccinated for COVID-19. Requests for medical accommodation or religious exemption should be addressed directly to Human Resources

Additional Experience, Skills & Abilities:

  • Bachelor’s Degree preferred
  • Workday experience a plus

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