Temporary Executive Assistant

Job Description

Berklee is the premier destination for the study of contemporary music and the performing arts. Our global community brings together artists, educators, and professionals who care deeply about excellence, creativity, collaboration, and the future of arts education. Working at Berklee means joining a vibrant, mission-driven environment where thoughtful administration directly supports students, faculty, and the work of creative leaders across the institution.

The Executive Assistant provides high-level administrative, organizational, and project-coordination support to the Interim Executive Director of Berklee College of Music Boston and Dean of the Performance Division. The role helps organize and expedite the work of the executive by managing schedules, communications, meeting materials, travel, office systems, and follow-through across College-wide and Performance Division responsibilities. This position requires strong organization, initiative, discretion, and the ability to manage multiple priorities in a fast-paced environment.

The successful candidate will anticipate routine needs, keep assignments and selected projects organized, flag issues that require attention, and work collaboratively with colleagues across Berklee.

Manage a complex, fast-moving calendar across College-wide executive responsibilities and Performance Division leadership, allowing appropriate time for preparation, travel, recurring commitments, and urgent needs. Review and route meeting requests, invitations, and scheduling inquiries; identify conflicts, gather needed information, and flag priority decisions for the executive. Coordinate engagements with senior leaders, deans, faculty, staff, students, partners, donors, and other internal and external constituents.

Prepare clear daily schedules and maintain a practical look-ahead for meetings, deadlines, events, approvals, travel, and deliverables. Arrange travel, lodging, transportation, itineraries, and supporting materials with accuracy and appropriate contingency planning.

Gather and organize agendas, background information, prior materials, participant information, presentations, and other documents needed for the executive’s meetings. Coordinate executive and leadership meetings, including scheduling, invitations, rooms or virtual access, agendas, pre-reads, technology, and hospitality when appropriate. Maintain a practical tracker for assignments, approvals, commitments, and pending issues; provide timely reminders and status updates. Take notes as requested and capture decisions, action items, owners, and due dates;

follow up with participants to help keep commitments on track. Compile information and prepare draft summaries, talking points, reports, or presentation materials as directed by the executive.

Serve as a trusted and welcoming point of contact for the Office of the Executive Director, exercising diplomacy, responsiveness, and judgment with a wide range of stakeholders. Manage and triage incoming email, calls, invitations, and requests; identify required action, route matters to the appropriate person or office, and elevate sensitive or time-critical items promptly. Draft, edit, proofread, and format correspondence, presentations, talking points, reports, and other executive materials in a clear, accurate, and professional voice.

Coordinate accurate, timely communication across offices and leadership teams, including reminders, requests for materials, and follow-through on commitments. Partner with Communications and Marketing on approved external communications, events, and…