Administrative Assistant - WIoT
About the Opportunity
The Institute for the Wireless Internet of Things (WIoT) seeks an
Administrative Assistant (AA). Reporting directly to the
Department's Executive Assistant, the Administrative Assistant
position is responsible for providing various administrative
support, office management, project, and portfolio management to
the Institute Leadership Team.
The AA manages the calendars for the Institute Leadership Team, and
schedules meetings, conference calls, and other appointments as
necessary. The AA prepares draft materials, proofreads and edits
emails, documents, presentations, and reports for use in meetings
and appointments, participates in the meetings as required to
record minutes and initiate follow-ups, reviews, follows through,
and tracks and ensures deadlines are met. The AA develops and
maintains files; manages information to and from the Institute
Leadership Team offices. The AA coordinates planning and logistics
for meetings and special events organized by the Institute
Leadership Team, including space reservation, catering, and set-up,
as necessary, promptly. The AA may function as a liaison between
the Institute Leadership Team and other departments and as the
primary contact for addressing inquiries from internal and external
customers and stakeholders.
Additionally, the AA provides support and coordinates travel
arrangements as needed for the Institute Leadership Team and will
be responsible for submitting travel expenses promptly and general
office management functions, including maintenance of the office
area, student conference space, inventory management of office
supplies, on-boarding process for new faculty, staff and
As part of WIoT, the AA provides essential customer service and
operational functions, including front-line visitor reception on an
as-needed basis. The AA maintains effective liaisons and good
rapport with the university community at all levels. The AA
performs additional duties and assists in special projects as
needed and assigned.
The following competencies are integral to the successful
performance as the Administrative Assistant:
- The AA must be professional, mature, and have excellent written
and verbal communication skills, strong multi-tasking,
organizational, and time management skills, customer service
focused, and comfortable interfacing with a diverse
- Strong writing, editing, and proofreading skills, attention to
detail, and follow-through skills are essential, as well as
flexibility, a positive attitude, and the ability to work
efficiently in a busy environment.
- Must demonstrate excellence in managing multiple priorities
with strong organizational skills and attention to detail while
setting priorities among many competing tasks and
- Must exercise judgment and discretion in maintaining and
safeguarding the confidentiality of sensitive
- Must be able to operate in a changing, complex environment and
maintain values and culture while embracing the new.
- Demonstrate ability to analyze and solve problems and bring
tasks and projects to completion.
- Must be customer oriented and demonstrate the ability to work
well with all levels of internal management and staff, outside
clients, and vendors.
- Proficient in Concur Expense Reporting system.
- Bachelor's degree in Business Administration, Management, or
related field required.
- Minimum of 3-5 years of progressively responsible experience in
a professional or college/university setting with experience in
providing administrative support, executive assistance/support,
office management, and finance/budget management.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint,
Outlook, Teams, and SharePoint). Proven ability to learn new
technological resources as needed.
- Reflects Northeastern University's values & management
practices in style and personal actions.
- Must be confident, give the best, and seek the best from
- Ability to share information across organizational functions
and transfer best practices and learnings whenever
- Ability to proactively listen and communicate the needs to
reach the objectives and goals of all parties.
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
To learn more about Northeastern University's commitment and
support of diversity and inclusion, please see
To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Boston-MA-Main-Campus/Administrative-Assistant---WIoT_R115916