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Executive Assistant


Apply now Job no: 508033
Position Type: Staff
Location: Boston Main Campus
Categories: Finance

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:

In Finance we are stewards of the university and trusted partners, bridging aspirations to business solutions in thoughtful, grounded, and agile ways to advance Northeastern’s mission.

This position provides executive level support to leaders within Finance. The Executive Assistant is responsible for managing the administrative needs of AVPs, as well as other senior leaders, to ensure that their time is effectively allocated and that they have the information and materials needed to advance the priorities of their functions. The position provides a comprehensive range of support services to ensure the overall efficiency of the executives: provide calendar management, project support, travel arrangements and expense reporting, drafting of out-bound communications, handling of inbound inquiries, planning of events, and preparation of executive-level reports and presentations. The Executive Assistant will also assist the Director of Administration on division-wide projects and events on behalf of leadership. This position handles a high degree of confidential information including but not limited to correspondence, personnel documents, and financial information. This position requires that the Executive Assistant must have the flexibility to work before and after regular hours from time to time depending on the needs of the leadership team. This position is on a small, collaborative team with high expectations for performance.

Responsibilities:

Manage Activities and Calendars of executives: provide administrative support, manages calendars and coordinates high-level meetings. Prioritize requests while demonstrating significant independent judgment in identifying and resolving conflicts. Prepares communications, presentations, agendas and meeting notes in a timely manner to ensure leaders are well-prepared for all meetings and events. Monitors and advances progress on key initiatives being managed by leadership and their senior teams. Communicates with internal and external constituencies on behalf of leadership. Review, revise and summarize correspondences and briefs for leaders. Creates accurate and professional PowerPoint presentations and Excel documents for leaders.

Communication: drafting and administration of out-bound communications; triage and response to inbound inquiries

Events: Co-create vision for event and execute. Establish and maintain relationships with vendors and venues, planning event details and aspects, including guests, layout, infrastructure needs, budget, and contingency plans. Partner with vendors and internal teams, delegating tasks and making sure everyone has what they need to fulfil their responsibilities. Execute event, address problems, and wrap up/close out.

Travel Coordination: Makes travel arrangements, prepares itinerary and event information. Conducts necessary research to prepare leadership for events or meetings. Processes and tracks travel reimbursements; reconciles ProCard.

Serves as a member of the Office of the SVP support team. Administrator space where leader’s teams are located: orders supplies; coordinate vendors; orders food for meetings and handles administrative details for larger events or meetings; handles mail and express mail; manages shared resources, including general upkeep of office suite and conference rooms.

Qualifications:

• Minimum of 3-5 years of administrative experience, preferably in an executive setting.
• Bachelor's degree preferred; seven to ten years of practical experience may be substituted for a degree.
• Applicant must be a self-motivated worker who can anticipate problems and demonstrate significant independent judgment.
• Detail oriented; high level of attention to accuracy and completeness required.
• Excellent interpersonal, written, and verbal communication skills with ability to engage stakeholders from a variety of cultures and disciplines to collaborate, influence, resolve conflict, and where applicable, drive accountability
• Must have excellent computer skills including, Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams.)
• Robust skills designing, preparing, and editing executive-level presentations and reports.
• Experience planning and executing events to include: establishing and maintaining relationships with 3rd parties, managing event details and logistics (including participant conferencing needs, space planning and catering) while developing contingency plans, working within a budget.
• Superior skills balancing individual and collaborative responsibilities in a fast-paced and dynamic environment.
• Individual must be extremely flexible, adaptable, patient when needed, and capable of establishing priorities and time lines.


Preferred Qualifications:

 

 

Salary Grade:

 10

Additional Information:

A criminal background check is required for this position.

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.

 

 

Advertised: Eastern Daylight Time
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