Executive Assistant – Dean’s Office

Job ID: 3713
Location: Boston, MA
Duration: 2-Month Contract
Work Arrangement: Mostly Onsite; 1 Day Remote Potentially During Some Weeks
Schedule: Monday–Friday, Business Hours

Sigma Inc. is seeking an experienced Executive Assistant to provide high-level administrative and executive support to the Dean of Boston University’s Sargent College of Health and Rehabilitation Sciences in Boston, MA. This is an excellent opportunity for an organized, highly professional administrative professional with strong calendar management, communication, Microsoft Office, and executive support experience.

Job Responsibilities

• Provide executive-level administrative support to the Dean and support the day-to-day operations of the Dean’s Office.
• Manage complex and frequently changing executive calendars, including scheduling, prioritizing, coordinating, and rescheduling meetings.
• Coordinate meetings with internal and external stakeholders while managing competing priorities and deadlines.
• Prepare meeting overviews, agendas, briefing materials, and supporting documents to ensure leadership is well prepared.
• Manage and monitor a central department email inbox, reviewing and prioritizing incoming inquiries.
• Route emails and requests to the appropriate stakeholders and ensure timely responses and follow-up.
• Maintain accurate tracking of inquiries, action items, requests, and follow-ups.
• Handle highly confidential and sensitive information with discretion, professionalism, and sound judgment.
• Communicate professionally with faculty, staff, university leadership, external partners, and other stakeholders.
• Use strong interpersonal, analytical, negotiation, and problem-solving skills to support the objectives of the Dean’s Office.
• Perform additional administrative and coordination responsibilities as needed.

Required Qualifications

• Proven experience as an Executive Assistant, Executive Coordinator, Administrative Assistant, or similar senior administrative role.
• Experience providing high-level administrative support to executives, senior leaders, directors, deans, or other organizational leadership.
• Strong experience with complex calendar management and meeting coordination.
• Ability to prioritize multiple meetings, requests, and deadlines in a fast-paced environment.
• Experience preparing agendas, meeting summaries, briefing materials, or executive-level documents.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience managing a shared or centralized email inbox, including triage, routing, tracking, and follow-up.
• Demonstrated ability to work with confidential and sensitive information.
• Strong organizational skills and exceptional attention to detail.
• Excellent interpersonal, analytical, negotiation, and problem-solving abilities.
• Ability to work independently while collaborating effectively with multiple stakeholders.

Preferred Qualifications

• Experience supporting leadership within higher education, healthcare, academic, research, or other complex organizational environments.
• Experience working with faculty, senior administrators, executives, or other high-level stakeholders.
• Experience managing multiple competing priorities in a professional office environment.

Ideal Candidate

The ideal candidate is a highly organized and proactive Executive Assistant who can anticipate leadership needs, manage complex calendars, coordinate meetings, prepare executive materials, and ensure important communications are handled efficiently. The candidate should demonstrate professionalism, discretion, strong judgment, and the ability to operate effectively in a fast-paced Dean’s Office environment.

Work Arrangement

• Location: Boston, MA
• Work Setting: Mostly onsite
• Remote: Potentially 1 day remote during some weeks
• Duration: 2 months
• Employment Type: Contract