Executive Assistant to Dean

Executive Assistant to the Dean

Job no: 529189

Position Type: Staff, Full Time

Campus: UMass Boston

Department: CSM - Dean's Office

Pay Grade: No Pay Grade

Date opened: 08 Dec 2025 Eastern Standard Time

Applications close: 09 Jan 2026 Eastern Standard Time

Reporting to the Dean of the College of Science and Mathematics (CSM), the Executive Assistant to the Dean provides high‑level administrative, communications, and project support that advances the College's mission and strategic initiatives. The EA serves as a central hub for coordination, communication, and execution for the Dean and within the Dean's Office. This role combines traditional executive support with a broader portfolio that includes communications at multiple levels.

Key responsibilities include managing the Dean's calendar, ensuring effective flow of information and materials, coordinating meetings and events, and serving as the primary liaison between the Dean's Office, internal stakeholders, and external partners.

A significant portion of the role involves contributing to and managing College‑level communications, including website updates, social media engagement, and newsletter contributions, to promote CSM programs, events, research, and success. The incumbent also serves as the primary interface for students and visitors to the Dean's Office, ensuring that all interactions reflect the College's values of professionalism, accessibility, and student‑centered service.

• Manage and prioritize the Dean's calendar, coordinating internal and external meetings, events, and speaking engagements.
• Anticipate scheduling needs and ensure appropriate preparation of materials and follow‑up.
• Arrange travel logistics and manage reimbursements in compliance with university policy.
• Maintain organized digital and physical filing systems for confidential and administrative records.

• Coordinate and contribute to College communications including announcements, newsletters, and digital or printed content on behalf of the Dean's Office.
• Manage updates to the College website and collaborate with University Communications to ensure accuracy, relevance, and alignment with institutional messaging.
• Assist with the production of a weekly newsletter and other internal communications.
• Draft and edit correspondence, reports, and public‑facing materials that advance CSM's mission and visibility.
• Support the Dean in confidential communications as needed.

• Plan, coordinate, and execute College events such as the CSM Showcase, Honors Convocation, Welcome Days, Open Houses, and alumni activities.
• Collaborate with faculty and staff on College‑hosted conferences and events.
• Manage event logistics, vendor relations, budgets, and contracts, ensuring compliance with university procurement guidelines.
• Serve as the on‑site lead for events, ensuring smooth execution and positive engagement among participants.

• Serve as the primary point of contact for students, visitors, and guests to the Dean's Office, fostering a welcoming and professional environment.
• Triage inquiries, provide accurate information, and ensure appropriate referrals to university resources.
• Promote a culture of responsiveness, inclusion, and student‑centered service.

• Work closely with the Dean's Office staff and other College administrators to ensure coordinated operations across all functions.
• Participate in project teams, committees, and working groups advancing College priorities.
• Support documentation, tracking, and reporting for College projects and initiatives.
• Perform other related duties as assigned by the Dean.

Bachelor's degree and three to five years of relevant experience, which may include project management, communications, and administrative coordination. Demonstrated ability to manage complex calendars and coordinate high‑profile meetings or events. Excellent written and oral communication skills, with the ability to draft professional correspondence and content for publication. Proficiency with Microsoft Office…