Executive Assistant, Music

Execute daily operational and administrative tasks under supervision to support Department Heads and departmental objectives. Schedule and coordinate meetings, events, and logistics, including room reservations and preparation of materials. Facilitate effective communication within the department and with university colleagues, students, and external partners by routing inquiries and providing routine information. Prepare, format, and proofread correspondence, reports, presentations, and other documents, ensuring accuracy and compliance with university standards. Maintain organized electronic and physical filing systems for records, correspondence and reference materials, ensuring efficient retrieval and proper archiving. Track departmental expenditures and assist with purchasing, reimbursements, and invoice processing according to university policies; report discrepancies to supervisors. Maintain inventory of office supplies and coordinate maintenance of office equipment to ensure smooth daily operations. Assist with administrative tasks and logistics for department initiatives, meetings, and events led by Department Heads, including gathering, compiling, and verifying information for memos, reports, and presentations. Support project logistics, including timeline tracking and material preparation. Perform general office support, contribute to team goals, and support the successful completion of department projects and responsibilities. Knowledge, Skills, and Abilities: Knowledge of university policies and procedures. Understanding of office management practices and professional administrative standards. Knowledge of project coordination principles. Awareness of higher education structure and stakeholder relationships (faculty, staff, external partners). Strong written and verbal communication skills. Advanced organizational and time-management skills. Calendar and meeting coordination across multiple stakeholders and priorities. Proficiency with Microsoft Office Suite and university systems (or similar enterprise tools). Research skills, including online information gathering and summarizing relevant findings. Customer service and interpersonal communication skills. Strong ability to prioritize in fast-paced environment. Ability to exercise discretion and maintain strict confidentiality. Ability to manage multiple tasks with accuracy and attention to detail. Ability to work collaboratively with different internal and external stakeholders. Ability to adapt to shifting priorities and deadlines in a dynamic academic environment.