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Executive Assistant

Employer
Northeastern University
Location
California, United States
Salary
Salary Not specified
Start date
Dec 4, 2023


Executive Assistant

About the Opportunity

The Executive Assistant provides a broad variety of activities that facilitate the executive's ability to effectively lead the organization, including managing the executive's calendar, screening calls, scheduling meetings, preparing agendas, and organizing business travel; producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive, including those of a highly confidential or critical nature. The Executive Assistant will prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the executive's style and University policy.

1.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 with 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 how to get work done though others when required.
  • Skills and knowledge required for this position are typically acquired through the completion of Associate's degree or equivalent plus at least two to four years' relevant experience.
  • Prior experience managing an office and supporting high level executives is preferred.


2.Key Responsibilities & Accountabilities
  • Identify the most important job duties (maximum of 5) using no more than 3-4 concise sentences. Indicate the typical percent of time required for each job duty; the total percent of time must equal 100%. Begin with the most important duty.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the executive, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect executive's style and University policy. Makes the executive's time more productive by reading, researching, and routing incoming correspondence and proofreading, editing, and drafting outgoing communications. Manages the executive's calendar, screening calls, scheduling meetings, and organizing business travel both domestically and internationally. Manage the large demands for the executive's time by anticipating and resolving potential conflicts.
  • Complete a broad variety of tasks that facilitate the executive's 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 executive is well-prepared for all meetings, events and speaking engagements. Act as the administrative point of contact between the executive and internal and external clients.
  • Maintain office filing and retrieval systems, record meeting discussions, maintain office supplies, place orders as required, and ensure office equipment is in proper working order. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization evolves. Promotes an open and inclusive environment in the Planning, Real Estate, & Facilities office via email, phone or onsite; resolves issues when possible.
  • Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
  • Provides administrative and events support for Planning, Real Estate, & Facilities events; provides assistance with office communications. Assists office team as needed.

The annualized salary for this position is $74,000.

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_R119307-1



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