Executive Assistant

Massachusetts, United States
Salary Not specified
Sep 14, 2020
Employment Level
Employment Type
Full Time

Executive Assistant

About Northeastern:
Founded in 1898, Northeastern is a global research university and the recognized leader in experience-driven lifelong learning. Our world-renowned experiential approach empowers our students, faculty, alumni, and partners to create impact far beyond the confines of discipline, degree, and campus.

Our locations—in Boston; Charlotte, North Carolina; London; Portland, Maine; San Francisco; Seattle; Silicon Valley; Toronto; Vancouver; and the Massachusetts communities of Burlington and Nahant—are nodes in our growing global university system. Through this network, we expand opportunities for flexible, student-centered learning and collaborative, solutions-focused research.

Northeastern's comprehensive array of undergraduate and graduate programs— in a variety of on-campus and online formats—lead to degrees through the doctorate in nine colleges and schools. Among these, we offer more than 195 multi-discipline majors and degrees designed to prepare students for purposeful lives and careers.

About the Opportunity:
This position provides executive level support for the Senior Vice Provost for Academic Affairs and the Vice Provost for Faculty Affairs. Responsible for managing administrative needs to insure that their time is effectively allocated and that they have the information/materials needed to advance the priorities of their offices. The Executive Assistant provides a comprehensive range of support services to insure the overall efficiency of the Senior Vice Provost's Office in a high level and fast-paced environment. The position requires excellent skills in organization, communication, multi-tasking and timely completion of work products.

Manage the SVP's Activities and Calendars:
Provide office management and administrative support, as well as maintaining organized filing and database systems. Manages SVP's calendar and coordinates high level meetings. Manage high volume of demands for the SVP's time by resolving potential conflicts. Prepare agendas and meeting notes in a timely manner to ensure SVP is well-prepared for all meetings, events and speaking engagements. Monitors and advances progress on key initiatives being managed by the SVP and their teams. Anticipate upcoming events and required preparation. Must be able to balance and prioritize and multi-task effectively the multiple projects and deadlines of the SVP portfolio.

Communication on behalf of SVP:
Communicates with internal constituencies on behalf of the SVP. Review, revise and summarize correspondences and briefs for the SVP. Create accurate and professional PowerPoint presentations and Word and Excel documents for the SVP. Must have excellent communication, writing, and editing skills. Attention to detail must be priority.

Research and Special Projects for SVP:
Conduct basic research and prepare reports in anticipation of SVP's information needs. Handle event coordination. Plans and facilitates special events hosted in SVP's offices (e.g., new faculty orientations, faculty development programs, conferences, workshops). Provides assistance for special projects. Oversee all aspects of events and manage multiple events seamlessly.

Travel Coordination:
Makes SVP's travel arrangements, prepares itinerary and event information. Conducts necessary research to prepare SVPs for events or meetings. Processes and tracks travel reimbursements; reconciles travel and office expenditures. Support development of presentation and documents related to travel.

Support ongoing, high level university processes including Promotion, Tenure, Sabbatical, Faculty Hiring, and Board of Trustees meetings:
Working closely with Senior Vice Provost for Academic Affairs, provide detail-oriented support to the faculty promotion, tenure, and sabbatical process which involves anticipating deadlines, sending reminders, and coordination of all activities. Track faculty promotion, tenure, and sabbatical eligibility, draft correspondence, collect and distribute materials to file sharing site, schedules meetings of the Provost's tenure review committee. Organize and prepare final materials for the Board of Trustees meetings throughout the year. Oversee the many details involved in faculty hiring throughout the calendar year, including interview process, document management, fiscal recording, and ongoing management of hiring-related details.

Support a second Vice Provost (similar tasks as above, but not as constantly or intensely or as many). Serves as a member of the Provost's Office support team, including filling in reception area coverage as needed.

Bachelor's degree required, master's preferred. Minimum of 2-4 years of administrative experience required, preferably in higher education or executive setting. Applicant must be a self-motivated worker who can anticipate problems and demonstrate significant independent judgment. Detail oriented; high level of attention to accuracy and completeness required. Excellent verbal and written communication skills. Must have excellent computer skills including, Microsoft Office (Word, Excel, Powerpoint, Outlook, and SharePoint). Database and web skills required. Punctuality and reliability and ability to work at a fast pace of the utmost importance.

Salary Grade:

Additional Information:
Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

To learn more about Northeastern University's commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.

To apply, visit https://careers.pageuppeople.com/879/cw/en-us/job/503895


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