Executive Assistant I in Worcester

Minimum Requirements: Bachelor's degree and three years of relevant experience or an equivalent combination of education and experience.

Job Description

• Calendar and Priority Management
  • Manage and maintain the Director’s calendar, including scheduling meetings with faculty, staff, and UF administrative offices.
  • Help prioritise requests and ensure alignment of time with key priorities.
  • Anticipate scheduling conflicts and proactively propose solutions.
• Meeting Coordination and Follow-Through
  • Coordinate meetings, including scheduling, agendas, and materials.
  • Prepare brief background information for meetings as needed.
  • Track action items and follow up to ensure completion.
• Communication Support
  • Draft routine correspondence on behalf of the Director.
  • Route requests and inquiries to appropriate individuals or offices.
  • Monitor and help manage incoming requests to ensure timely responses.
  • Manage sensitive information related to the Director’s office.
• Coordination Across Whitney
  • Help connect efforts across research, operations, education, and outreach where needed.
  • Assist in maintaining clear lines of communication across the organisation.
• Visitor and Event Coordination (Director-Level)
  • Coordinate logistics for visits involving faculty candidates, collaborators, and UF partners.
  • Support planning and execution of small to mid-scale events involving the Director.
  • Ensure visits and events are well organised and run smoothly.
• Project Tracking (Developing Over Time)
  • Assist in tracking key initiatives and priorities for the Director.
  • Maintain simple systems to monitor progress and flag items needing attention.
  • Support preparation of materials related to strategic initiatives.
  • Gather data, conduct research, and prepare materials to assist the executive’s decision-making during meetings or discussions.

Expected Salary: Salary commensurate with experience and skill level.

Required Qualifications: Bachelor’s degree and three years of relevant experience or an equivalent combination of education and experience.

Preferred:

• 2+ years of administrative or executive support experience, preferably supporting senior leadership.
• Advanced proficiency in Microsoft Office Suite (especially Outlook, Excel, and PowerPoint).
• Experience managing complex calendars, coordinating meetings, and handling travel arrangements.
• Strong written and verbal communication skills, with experience drafting professional correspondence.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Experience preparing reports, presentations, or briefing materials.
• Strong organisational skills with the ability to prioritise tasks and manage multiple deadlines.
• Customer service mindset with the ability to interact effectively with internal and external stakeholders.