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
2.Key Responsibilities & Accountabilities
- Ability to anticipate needs, think critically, and offer
solutions to problems with a high level of professionalism and
- 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
- 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.
- 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
- 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.
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/Oakland-CA/Executive-Assistant_R119307-1