Executive Assistant/Special Projects Coordinator

Executive Assistant/Special Projects Coordinator

About the Opportunity

Job Status

Full-time; Exempt

Department

Office of the Vice President of Campus Administration and Strategic Initiatives

ORGANIZATIONAL RELATIONSHIPS

Reports to the Vice President of Campus Administration and Strategic Initiatives

Summary of Position

Under the direction of the Vice President of Campus Administration and Strategic Initiatives, the Executive Assistant/Special Projects Coordinator plays a critical role in providing high-level, on-the-ground support in the coordination and implementation of daily administrative operations, calendar management special projects, and weekly/monthly/annual events of the office of the Vice President of Campus Administration and Strategic Initiatives. In addition, this position works closely with senior leadership offices, and liaises with College leadership and departments across the campus and global network. Primary functions include direct administrative support to the VP of Campus Administration and Strategic Initiatives, event planning, budget administration and expense reconciliation, and coordination of special projects and travel logistics. Provides support, as appropriate, to other direct reports of supervisor, including the Associate Vice President for Marketing and planned hires working in partnership development and city/community relations.

Essential job functions:

Administrative

• Provides primary administrative support to the Vice President of Campus Administration and Strategic Initiatives, including calendar management, travel, event planning, and coordinating special projects.
• Coordinates and schedules external visitors, dignitaries, government officials, and community leaders.
• Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the Vice President of Campus Administration and Strategic Initiatives; follow up with appropriate parties to ensure deadlines are met.
• Assists in the coordination and preparation of confidential and/or sensitive material such as correspondence, speeches, memos, reports, and board materials with a high degree of confidentiality, accuracy and thorough attention to detail.
• Organizes, manages, and provides administrative support for special projects and other duties as assigned.
• Responsible for compiling agendas, taking notes, creating first draft of minutes, compiling executive summaries and action items for a variety of meetings, managing campus wide newsletter content and production.
• Manages budgets, including invoice processing and expense reconciliations.

Event Planning

• Plans, coordinates, and manages logistics for events directly led by the Vice President of Campus Administration and Strategic Initiatives, both small and large, virtual, as well as at campus locations and off-campus sites, working closely with College leadership and departments across the global network (Provost's Office, Institutional Advancement, Alumnae Association, Events, Facilities, IT, Audio Visual, etc.), and on-site and external vendors.
• Assists with logistics, planning, and execution of high-level campus events, including special speakers, conferences, etc.

Requirements:

Education

• Bachelor degree is preferred or an equivalent combination of education/experience.

Experience

• Four + years in a high-level professional administrative role.
• Experience working in higher education or with boards of directors/trustees and/or nonprofit governance a plus.
• Concur and Banner 8 or 9 experience a plus.

Skills, Knowledge and Abilities

• Highly effective and diplomatic oral and written communication skills and customer service orientation for engaging with complex and diverse internal and external constituents.
• Ability to maintain confidentiality and a strong track record in handling complex and sensitive matters.
• Exceptional attention to detail and ability to exercise initiative, discretion, and independent judgment in carrying out assigned responsibilities.
• Works independently under minimal supervision. Performs most duties independently occasionally consulting supervisor with reference to new or complex problems.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Ability to multi-task, adapt to changing priorities and meet deadlines
• Advanced computer skills and demonstrated experience with office software and email applications including calendaring applications (MS Office applications-including PowerPoint, Word, and Excel; graphic design and other advanced software products).
• Exhibits strong customer service orientation and works effectively across constituencies.
• Effective time management and decision-making skills to respond to a fast-paced office with varying assignments.
• Proactive approach to organizing, prioritizing, and managing multiple tasks
• Ability to absorb and summarize information accurately.
• Promote an open, inclusive environment that emphasizes cooperation and teamwork.
• Ability to collaborate and develop an integrated team approach with other office staff to ensure timely and efficient performance of office operations.

This position description is not intended to be a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on business operational needs.

The expected hiring range for this position is $70,000 to $74,000 based on the position's scope and responsibilities.

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/Oakland-CA/Executive-Assistant-Special-Projects-Coordinator_R113222-1



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