Temporary Executive Assistant

Job Description:

Berklee is the premier destination for the study of contemporary music and the performing arts. Our global community brings together artists educators and professionals who care deeply about excellence creativity collaboration and the future of arts education.

Working at Berklee means joining a vibrant mission-driven environment where thoughtful administration directly supports students faculty and the work of creative leaders across the institution.

The Opportunity

The Executive Assistant provides high-level administrative organizational and project-coordination support to the Interim Executive Director of Berklee College of Music Boston and Dean of the Performance Division. The role helps organize and expedite the work of the executive by managing schedules communications meeting materials travel office systems and follow-through across College-wide and Performance Division responsibilities.

This position requires strong organization initiative discretion and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will anticipate routine needs keep assignments and selected projects organized flag issues that require attention and work collaboratively with colleagues across Berklee.

What You Will Do

Schedule Planning and Executive Support

• Manage a complex fast-moving calendar across College-wide executive responsibilities and Performance Division leadership allowing appropriate time for preparation travel recurring commitments and urgent needs.
• Review and route meeting requests invitations and scheduling inquiries; identify conflicts gather needed information and flag priority decisions for the executive.
• Coordinate engagements with senior leaders deans faculty staff students partners donors and other internal and external constituents.
• Prepare clear daily schedules and maintain a practical look-ahead for meetings deadlines events approvals travel and deliverables.
• Arrange travel lodging transportation itineraries and supporting materials with accuracy and appropriate contingency planning.

Meeting Preparation and Follow-Through

• Gather and organize agendas background information prior materials participant information presentations and other documents needed for the executives meetings.
• Coordinate executive and leadership meetings including scheduling invitations rooms or virtual access agendas pre-reads technology and hospitality when appropriate.
• Maintain a practical tracker for assignments approvals commitments and pending issues; provide timely reminders and status updates.
• Take notes as requested and capture decisions action items owners and due dates; follow up with participants to help keep commitments on track.
• Compile information and prepare draft summaries talking points reports or presentation materials as directed by the executive.

Communications and Stakeholder Coordination

• Serve as a trusted and welcoming point of contact for the Office of the Executive Director exercising diplomacy responsiveness and judgment with a wide range of stakeholders.
• Manage and triage incoming email calls invitations and requests; identify required action route matters to the appropriate person or office and elevate sensitive or time-critical items promptly.
• Draft edit proofread and format correspondence presentations talking points reports and other executive materials in a clear accurate and professional voice.
• Coordinate accurate timely communication across offices and leadership teams including reminders requests for materials and follow-through on commitments.
• Partner with Communications and Marketing on approved external communications events and social media support as requested.
• Use sound judgment and discretion act within clearly delegated authority and know when a matter requires the executives attention or referral to another office.

Project Coordination and Cross-Functional Support

• Provide project coordination for selected executive initiatives academic operations events and time-sensitive assignments from planning through completion.
• Create and update practical work plans timelines milestone lists action logs and shared project materials based on established goals and direction.
• Schedule working sessions coordinate materials collect updates and help participants understand assignments dependencies and deadlines.
• Monitor progress flag delays or unresolved issues prepare concise status updates and elevate matters that require direction or a decision.
• Maintain organized project documentation follow up with owners and confirm that assigned deliverables are completed and communicated.
• Collaborate effectively with Academic Affairs Student Enrollment and Engagement Finance Human Resources Institutional Advancement Communications and Marketing and other partners as the work requires.

Office Operations Financial Administration and Records

• Manage and improve executive-office procedures contact information shared resources and routine workflows to strengthen consistency responsiveness and efficiency.
• Track office spending invoices purchasing-card activity reimbursements and expense documentation in accordance with Berklee procedures.
• Maintain organized secure and accessible electronic records meeting materials and executive files; safeguard personnel-related student-related financial legal and strategic information with exceptional discretion and appropriate access controls.

What You Bring

Required Qualifications

• Bachelors degree or an equivalent combination of education and relevant professional experience.
• Seven to ten years of experience supporting executive-level individuals in a complex fast-paced professional environment.
• Demonstrated success managing a demanding executive calendar preparing meeting materials coordinating communications and travel and maintaining reliable follow-through.
• Experience coordinating projects using work plans timelines milestones action tracking status updates and organized documentation.
• Strong problem-solving skills and the ability to gather information identify missing details and prepare clear summaries or materials for executive review.
• Exceptional written verbal editing proofreading and interpersonal communication skills.
• Outstanding organization prioritization accuracy and attention to detail with the judgment to manage multiple time-sensitive responsibilities and sensitive information.
• Ability to build trust and work effectively with senior leaders faculty staff students and external stakeholders across different roles perspectives and communication styles.
• Strong financial administration skills including budget tracking invoice processing purchasing-card reconciliation and expense reporting.
• Advanced proficiency with modern productivity and AI-assisted tools including Google Workspace Microsoft 365 (Word Excel PowerPoint) Adobe Acrobat Apple/Mac environments and generative AI platforms (e.g. ChatGPT Gemini) to streamline workflows draft communications and organize executive deliverables.
• Demonstrated commitment to a respectful inclusive workplace that values difference and welcomes multiple perspectives.

Preferred Qualifications

• Experience in higher education the arts a nonprofit organization or another mission-driven relationship-centered environment.
• Experience supporting an academic executive or working in an environment involving faculty students senior administrators donors or external partners.
• Experience using project-management task-management or enterprise systems to track assignments timelines and follow-through.

Hiring Range: $33/hr - $44/hr
Please visit theTotal Rewardspage to learn more about the benefits of working at Berklee.

Equal Employment Opportunity

Berklee welcomes and actively seeks a diverse faculty and staff. Employment decisions are based on equal opportunity and fair equitable consideration without regard to any characteristic protected by applicable law. Applicants who need a reasonable accommodation may contact Human Resources at or .

This document does not create an employment contract implied or otherwise other than an at will employment relationship.

Diversity Equity Inclusion & Equal Employment Opportunity at Berklee:

We support an inclusive workplace where everyone excels based on personal merit qualifications experience ability and job performance. Berklee affirms that inequality is detrimental to our faculty staff students and the communities we serve. Our goal is to make lasting change through our actions. Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race color religion ancestry age national origin place of birth gender sexual orientation gender identity or expression disability genetic information or status as a member of the armed forces or veteran of the armed forces or any other category protected by federal state or local law.

As part of this commitment Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process to perform essential job functions and/or to receive other benefits and privileges of employment please contact the Human Resources Team at or call .

*Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.*