Executive Administrator Job at Brandeis University (Waltham)

Executive Administrator

Brandeis University

Location:
United States , Waltham

Category:
Office Administration

Contract Type:
Not provided

Salary:

65600.00 - 82000.00 USD / Year

Save Job

Apply Position

Job Description:

Join Our Dynamic Team as an Executive Administrator! The Institutional Advancement (IA) Division at Brandeis University is delighted to announce a career opportunity for an Executive Administrator. In this role, you will provide essential administrative support to the Vice President of Development and the Assistant Vice President of Operations and Fundraising Support, contributing directly to the University’s fundraising success. About the Position: As the Executive Administrator, you will handle complex administrative tasks with the utmost professionalism, confidentiality, and client service excellence. Your role will impact the efficiency of our office workflow, ensuring that meetings run smoothly and commitments are met promptly.

Job Responsibility:

Administrative Support: Manage the office of the VP and AVPs, organizing files, tracking action items, and handling reference materials
Calendar Management: Skillfully manage complex calendars, proactively arranging meetings and logistics to ensure timely and efficient coordination
Meeting Facilitation: Assist in planning, facilitating, and executing meetings with various stakeholders, including alumni, donors, academic partners, and senior leadership
Document Preparation: Prepare meeting documents and follow up as needed
Expense Reconciliation: Handle monthly expense and procurement/purchasing card reconciliations
Supply Management: Order supplies and manage purchases for the VP, AVPs, and team members

Requirements:

Bachelor’s degree/equivalent (Bachelor’s degree preferred or AS/equivalent with formal administrative training plus 5 years of related work experience)
relevant certifications or advanced degrees highly desired
Minimum 3-5 years of total work experience with a bachelor’s degree OR 5-7 years with an Associate’s degree and formal administrative training
at least 7 years is strongly preferred
at least 3 years of experience supporting C-suite executives or senior leaders in a nonprofit or academic setting
Strong communication skills
Discretion and confidentiality
Ability to multitask and prioritize effectively
Nimble problem-solving and adaptability
1-3 years supervisory experience preferred
Exhibits excellent written and oral communications skills that promote academic and business professionalism and conveys information clearly and concisely
Strong writing proof-reading and editing skills are required
Proficiency in Microsoft Office suite of programs, Gmail and Google docs, online calendars/email, portable devices, shared drives and the ability to learn and adapt to new software and systems quickly are required
Demonstrated advanced proficiency and ability in Word, Excel, PowerPoint preferred
Must have comfort with and experience in data analysis and manipulation, specifically working with financial information and descriptive statistics
Superior interpersonal skills with proven ability to successfully interact with varied constituencies
Must be a detail-oriented, self-starter with an ability to work independently
Ability to work under pressure, triage and set priorities, manage multiple projects, adapt well to change, and meet deadlines in a fast-paced environment
Must be able and willing to work occasional evenings and weekends
Demonstrated ability to apply good judgment, discretion, and a scrupulous commitment to confidentiality, professional ethics and data security
Ability to adhere to University and departmental business policies and procedures

What we offer:

Gain valuable experience in higher education advancement
Contribute to a mission-driven university where philanthropy directly supports students, faculty, and research
Work in a collaborative, values-driven culture with opportunities to learn new skills

Additional Information:

Job Posted:
February 20, 2026

Employment Type:

Fulltime

Work Type:

On-site work

Brandeis University - All Job Offers

Job Link Share: