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Executive Assistant

Apply now Job no: 508029
Position Type: Staff
Location: Portland, ME Campus
Categories: Regional Campuses

About Northeastern:

Founded in 1898, Northeastern is a global research university and the recognized leader in experience-driven lifelong learning. Our world-renowned experiential approach empowers our students, faculty, alumni, and partners to create impact far beyond the confines of discipline, degree, and campus.

Our locations—in Boston; Charlotte, North Carolina; London; Portland, Maine; San Francisco; Seattle; Silicon Valley; Toronto; Vancouver; and the Massachusetts communities of Burlington and Nahant—are nodes in our growing global university system. Through this network, we expand opportunities for flexible, student-centered learning and collaborative, solutions-focused research.

Northeastern’s comprehensive array of undergraduate and graduate programs— in a variety of on-campus and online formats—lead to degrees through the doctorate in nine colleges and schools. Among these, we offer more than 195 multi-discipline majors and degrees designed to prepare students for purposeful lives and careers.

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 is responsible for providing a wide variety of administrative and project and portfolio support to the Senior Vice Provost for Portland and the Roux academic and research leadership teams.

The EA manages the team members’ calendars 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.

As part of Roux Institute, the EA provides essential customer service and operational expertise including managing front-line visitor reception. 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.


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.

Salary Grade:


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



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