Executive Assistant

Executive Assistant

About the Opportunity

Northeastern University's Roux Institute is designed as an engine of innovation, talent-building, and economic growth for Portland, Maine, and northern New England. Partnerships set our model of graduate education and research apart. With leading companies and nonprofit organizations at the table from day one, we are creating programs that are preparing the workforce to stay agile and thrive in a competitive landscape powered by artificial intelligence. We are nurturing an environment for high-impact research and innovation in computer and data science, digital engineering, the advanced life sciences and medicine, and other tech fields. And we are helping entrepreneurs launch businesses focused on and powered by technology. Together, we envision an “innovation corridor” that in the coming years will stretch from Boston to Portland and beyond.

The Executive Assistant (EA) position supervises two Administrative Assistants and is responsible for providing a wide variety of administrative and project and portfolio support to the Senior Vice Provost for Portland. The EA provides calendar support and is responsible for coordinating the logistics for meetings and special events, including preparing meeting agendas, handling space reservations and catering needs. The EA prepares draft materials, proofreads and edits emails, documents, presentations, and reports, participates in meetings, as required, to record minutes and document any follow-up tasks. In addition, the EA serve in a project coordination role and is responsible for tracking deliverables and ensuring deadlines are met. The EA may function as a liaison between the Senior Vice Provost's office and other departments and act as primary contact for addressing inquiries from both internal and external stakeholders.

The EA maintains active liaisons and good rapport with the full University community at all levels. The EA performs additional duties and assists in special projects as needed and assigned.

This position supports the Senior Vice Provost for Portland in both Roux Institute Responsibilities and Provost's office-focused responsibilities, particularly engaging with University Network activities. As such, this position is hybrid between Boston, MA Portland, ME, and virtual.

Qualifications

Individual must demonstrate strong organizational, communication (both oral and written), and interpersonal skills—all with a high level of attention to detail. The Executive Assistant must possess strong editorial and research skills, particularly the ability to skillfully complete projects under tight deadlines. Must be astute, able to perform a wide variety of tasks, able to work with confidential information, and prioritize tasks and demands. Must be able to work and make decisions independently, to exercise discretion and good judgment in areas of responsibility. Must display the ability to make executive decisions quickly, communicate professionally and effectively on behalf of the Leadership Team. Must be creative, proactive, adaptive, assertive, and able to work in a changing environment. Must have excellent computer skills, experience with both PCs and Macs, and advanced skills with Microsoft Office applications - Word, Excel, PowerPoint, etc.—and familiarity with mobile technology (iPhones, iPads, etc.). Majority of assigned work will be conducted during standard business hours; however, it is essential that the candidate must be available for early morning, late evening, and occasional weekend work as required.

Bachelor's degree required. Minimum of 3-5 years of progressively responsible experience in a professional or college/university setting with experience in providing administrative and/ executive support and office management.

Key Responsibilities & Accountabilities

Provide Administrative Support for the SVP-Portland, 50%

• Manages and coordinates a high volume of demands for leadership time by prioritizing requests and demonstrates significant independent judgment in identifying and resolving potential conflicts. Manages the calendar for the SVP-Portland. Uses diplomacy to respond quickly and efficiently to schedule changes.
• Make the SVP-Portland's travel arrangements, prepares itinerary and event information.
• Conducts necessary research to prepare for events or meetings.
• Manages the logistics of internal meetings for SVP and others as needed including room technology.
• Anticipates the SVP'S needs by independently soliciting and providing necessary back-up and research materials in a timely way to ensure the SVP is well-prepared for all meetings, events, and speaking engagements.
• Completes a wide variety of organizational support for the SVP including drafting and typing correspondence, preparing accurate and timely expense reports for travel, and assists with everything from photocopying to sophisticated presentation building.
• Interfaces with meeting management teams to successfully host academic and research events and visits. This duty will include agenda development, participant and guest communication and preparation, food and other materials purchasing, space preparation, day-of logistical support, and follow-up items. Serves as the SVP's representative for the coordination and preparation for these events and visits.
• Manages and provides guidance to 2 full-time Administrative Assistants

University Network Support, 40%

• Works with the SVP on special projects and assignments involving network-wide initiatives; Advances and monitors progress, identifies, reviews, tracks and ensures deadlines are met.
• Provides staff support for various committees; scheduling, preparing agendas, meeting minutes/notes and support materials.
• Organizes and initiates appropriate follow-up.
• Contribute as needed on special provost office initiatives and special events.

Other Tasks as assigned, 10%

The Roux Institute is strongly committed to fostering excellence through diversity and recognizes the strength that diversity in all its forms brings to the research endeavor. We invite applications from all qualified candidates and enthusiastically welcome applications from women, minorities, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression.

Position Type

General Administration

Additional 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_R105906-1 jeid-92c8a5c83e7a004284039b9016f18744