EXECUTIVE ASSISTANT, Office of the Provost, Computing and Data Sciences - Boston University

The CDS Executive Assistant (CDS EA) will provide high-level, thoughtful and anticipatory executive support to ensure efficient operations, exceptional communication and responsive customer service in the dynamic and fast-paced environment within the Office of the Associate Provost for Computing & Data Sciences.

The CDS EA position is primarily responsible for administrative and executive support to the Associate Provost for CDS (CDS AP), working with other faculty and staff leadership to ensure smooth and efficient operations in support of the strategic priorities of CDS. Primary responsibilities include calendaring, delegation and redirection of meeting requests, development of meeting agendas, creation of briefs and reports, record keeping, and strategic communications for the CDS AP. The CDS EA will also serve as the CDS AP point person for sourcing, procurement, travel, and general office administration.

This CDS EA role demands exceptional organizational skills, discretion, and the ability to manage multiple tasks with precision. As the key point of contact for the CDS AP, this role will be responsible for liaising with internal and external stakeholders at all levels. As such, the CDS EA is expected to handle sensitive information with utmost confidentiality and to develop an appreciation of strategic priorities in order to align and streamline access to the CDS AP accordingly.

The ideal candidate will be proactive, detail-oriented, discreet, a good listener, able to anticipate and prioritize the needs of stakeholders, and establish on-campus relationships and presence that contributes to the overall success of the leadership team and of the unit.

CDS AP Support [40%]

• Manage the calendar for the Associate Provost for Computing & Data Sciences, including scheduling and coordinating meetings, appointments, and travel arrangements.
• Prioritize and ensure effective time management by balancing competing demands and handling conflicts or changes promptly.
• Respond to requests and follow-ups promptly and communicate with attendees professionally, rescheduling meetings when needed.
• Prepare daily briefings for the CDS AP regarding meeting agendas and materials for reviews and attend meetings on request for minute/note taking to ensure effective follow-up on action items as necessary.

CDS AP Strategic Communication [20%]

• Serve as the primary point of contact for internal and external communications on behalf of the Associate Provost.
• Draft, review, and edit correspondence, reports, presentations, and other documents as requested.
• Screen incoming communications, handle inquiries, and prioritize correspondence that requires immediate attention.
• Liaise with internal and external stakeholders on all aspects of development and review of strategic branding and communication, including working with university offices such as Development and Alumni Relations, Marketing and Communications, and Government and Industry Relations.

CDS Leadership Support [20%]

• Provide project coordination and support for strategic initiatives overseen by the CDS AP, such as CDS faculty fellowship programs, annual faculty retreats, faculty and staff leadership team meetings, faculty mentorship program, and regular faculty meetings.
• Supporting ad-hoc committees appointed by the CDS AP, including meeting facilitation, taking minutes, and communications.
• Act as an intermediary in coordinating schedules, managing deadlines, and project tracking on behalf of CDS leadership.
• Draft clear and appropriate emails, memos and letters on behalf of leadership.
• Work with appropriate CDS staff to ensure smooth processing of purchasing requests, expense reimbursements, travel arrangements, meeting logistics, and general office administration tasks in support of CDS leadership.

CDS Governance Support [20%]

• Maintain all communication channels and records related to faculty governance, including updating and maintaining relevant electronic mailing lists, monitoring and maintaining Teams and SharePoint sites.
• Under direction of the CDS AP, and in collaboration with CDS Chairs, Faculty Directors, and Staff Directors, manage, maintain, and organize official records and governance documents, including vote results, dates, and communications.
• Ensure records are stored securely and easily accessible to authorized stakeholders. Implement and manage an efficient filing system to ensure quick retrieval of archival records.
• Assist in audits of governance records, identifying and mitigating risks related to record-keeping and governance practices.

• Bachelor's degree with 3-5 years of administrative support experience in higher education (or a master’s degree with 1-3 years of related experience) is required.
• Familiarity with Boston University Administrative processes and systems is a plus.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Proficiency in Microsoft Office Suite and other relevant software.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.