Executive Assistant

Executive Assistant

About the Opportunity

This job description is intended to describe the general nature and level of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

JOB SUMMARY

Reporting to the Senior Manager of Operations, this position provides executive level support to leaders in the Division of Finance, including the university's Controller and Associate Vice President for Business Services. The Executive Assistant will provide a comprehensive range of duties to ensure overall efficiency of daily operations and administrative needs for the AVPs, including, but not limited to: providing calendar management, project support, arranging travel, submitting invoices for payment, and preparing reports, presentations, requisitions/purchase orders, and expense reports. The individual may join meetings to take minutes and follow-up on action items, and as needed, will assist the Senior Manager of Operations on division-wide projects, events, and leadership initiatives. This role serves as an integral part of a small, collaborative team with high expectations for performance.

This position handles a high degree of confidential information including, but not limited to, correspondence, personnel documents, and financial information. It requires that the Executive Assistant have the discretion and capacity to serve as a thought partner, as well as the flexibility to work before and after regular hours from time to time, depending on the needs of the office.

MINIMUM QUALIFICATIONS

Ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Candidate must be flexible with a high level of organizational skills, attention to detail, diplomacy, customer service, and a demonstrated ability to simultaneously handle multiple tasks and changing priorities. High degree of knowledge of the operational workings of department, procedures, and people. Able to handle sensitive material, maintain the highest level of confidentiality, set priorities and work independently and as part of a team. Proficiency with MS Office products, including Microsoft Word, Excel, PowerPoint, and Outlook. Individuals must be comfortable taking the initiative and know how to get work done though others, when required. Skills and knowledge required for this position are typically acquired through the completion of a Bachelor's degree or equivalent, plus at least two to four years' relevant experience. Prior experience supporting high level executives is preferred.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

1) Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect executives' style and University policy. Makes the executives more productive by time by reading, researching, and routing incoming correspondence and proofreading, editing, and drafting outgoing communications. Manages the executives' calendars, schedules meetings, and organizes business travel. Manage the large demands for the executives' time by anticipating and resolving potential conflicts.

2) Complete a broad variety of tasks that facilitate the executives' ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence. Prepare agendas and meeting notes in a timely manner to ensure the executives are well-prepared for all meetings, events and speaking engagements. Act as the administrative point of contact between the executives and internal and external clients.

3) Contribute as a member of the Office of the CFO support team. Provide in-person office coverage, in coordination with other support staff, to ensure maintenance of operational efficiency. Order supplies; order and track technology, order food and reserve space for meetings; handle administrative details for larger events or meetings; handle mail and express mail; handle special requests for rush contract signatures on an as-needed basis; manage shared resources, including general upkeep of office suite and conference room. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization evolves.

4) Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.

Position Type

General Administration

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.

Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit https://hr.northeastern.edu/benefits/ for more 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://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Boston-MA-Main-Campus/Executive-Assistant_R113122



jeid-2729baad7de6d54198ff04bac34c92ab