General Summary:
The Executive Assistant to the Chief Information Officer (CIO) provides high-level executive and administrative support and manages the daily operations of the Office of the CIO. The position exercises independent judgment, manages competing priorities, coordinates executive communications and meetings, and ensures timely follow-through on commitments and deadlines.
Serving as a principal administrative liaison with university leadership, campus departments, and external partners, the Executive Assistant works closely with the CIO and IT leadership team to support governance activities, reporting, administrative initiatives, and special assignments. The position requires initiative, exceptional organizational skills, professionalism, sound judgment, and discretion in handling confidential information.
Examples of Duties:
- Executive Calendar Management: Independently manage the CIO's calendar, appointments, and scheduling priorities; anticipate conflicts, coordinate meeting logistics, and ensure appropriate preparation and follow-through.
- Executive Communications: Review, prioritize, and coordinate incoming correspondence, requests, and inquiries; draft and edit executive communications, reports, presentations, and other materials; respond or route matters within delegated authority.
- Leadership and Governance Support: Coordinate IT leadership, governance, committee, and executive meetings, including agendas, invitations, materials, logistics, meeting records, and follow-up activities.
- Action and Deadline Tracking: Maintain organized records of decisions, commitments, assignments, responsible owners, and deadlines; coordinate status updates, provide reminders, and identify matters requiring CIO attention.
- Executive Liaison: Serve as a professional point of contact between the Office of the CIO and university leadership, faculty, staff, students, external organizations, and other stakeholders.
- Administrative Operations: Oversee the daily administrative workflow of the Office of the CIO, including correspondence, office procedures, information requests, document management, and coordination of shared office services.
- Reporting and Special Assignments: Coordinate administrative projects, leadership reporting, and special assignments; organize contributions, monitor administrative progress, research information, and prepare materials for executive review.
- Events and Travel: Coordinate university business travel, itineraries, registrations, reimbursements, leadership retreats, divisional meetings, and special events, including associated arrangements and logistics.
- Purchasing and Financial Administration: Prepare and track Bank Card transactions, purchase orders, invoices, payment requests, expense reimbursements, and related documentation in coordination with IT Business Operations.
- Employee Onboarding: Coordinate administrative onboarding and orientation activities for new IT employees, working with hiring managers, Human Resources, and other university departments.
- Confidentiality and Professional Standards: Maintain accurate and appropriately secured records; exercise discretion with sensitive personnel, financial, security, and institutional information; demonstrate responsiveness, reliability, sound judgment, and a commitment to accessible and inclusive service.
- Perform other related duties as assigned consistently with the responsibilities of the position.
Minimum Qualifications:
- A minimum of five years of progressively responsible administrative experience, including substantial experience supporting a senior executive or comparable organizational leader.
- Demonstrated ability to independently manage complex calendars, executive communications, meetings, competing priorities, and deadlines.
- Excellent organizational, written communication, interpersonal, and customer service skills, with exceptional attention to detail and reliable follow-through.
- Ability to exercise independent judgment, anticipate needs, resolve administrative issues, and handle confidential information with discretion.
- Proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint, and familiarity with shared document management and collaboration tools.
- Ability to work independently and collaboratively with senior leaders, colleagues, and diverse university stakeholders in a fast-paced environment.
Preferred Qualifications:
- Bachelor's degree.
- Executive administrative experience in higher education, government, or another complex organization.
- Experience coordinating leadership or governance meetings, financial administration, events, and administrative workflow or tracking systems.
- Experience preparing accessible documents and using contemporary productivity and university-approved AI tools responsibly.
Work Schedule and Expectations:
The position requires regular, reliable on-campus presence during established business hours, with occasional flexibility to support scheduled events or university business needs outside normal hours. The position is not designated as on-call. This position requires 4 days in the office per week.
Supervision Received:
Works under the direction of the Chief Information Officer.
Supervision Exercised:
Number of non-student employees directly supervised: 0
Number of non-student employees indirectly supervised: 0
Average number of student employees supervised at any given time: 0
Background Check Information:
In addition to the mandatory standard background check package, please select additional products from the a la carte menu below.
UMass Boston Standard Background Package (Mandatory)
- Criminal Felony & Misdemeanor - 7 years (a) - Unlimited # of counties as revealed by SSN Trace
- Federal Criminal
- Massachusetts CORI
- Education Report - highest degree (b)
- Employment Report - 7 years, previous employer
- National Sex Offender Search
- Professional Licenses Report - per license
- SSN Trace
- SSN Validation
Application Instructions:
Please apply online with your resume, cover letter and list of three references.
This is a non-union exempt position.
UMass Boston expects to pay within an approximate range between $71,200 and $106,800 for this position.
The specific pay for this position will be determined by the University based on the consideration of all relevant factors when and if it decides to extend an offer of employment.
All official salary offers must be approved by Human Resources.
UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HR@umb.edu or 617-287-5150.