Executive Assistant

About the Opportunity

Summary

The Office of External Affairs at Northeastern University is looking for a talented, hard-working, and highly motivated candidate to serve as an Executive Assistant for senior leaders in External Affairs, with particular emphasis on the Vice President of City and Community Affairs.

Reporting to the Vice President for City and Community Affairs, the ideal candidate has experience in a dynamic, fast paced, and highly collaborative environment. They will proactively support all daily business administrative responsibilities for the Vice President and work with them to ensure smooth operating across the division. They will also assist other senior leaders with administrative duties. The ideal candidate is looking for an exciting role with a wide range of responsibilities and projects, which include:

• Providing professional administrative, budgeting, research, writing, and editorial support and will ensure fluent, daily operations.

• Managing the Vice President’s calendar, screening calls, scheduling meetings, and organizing business travel, including processing and tracking travel expenses.

• Draft correspondence, briefings, memos, and other documents, and proofread documents when requested.

• Prepare itinerary and event information.

• Collaborate with senior leaders on other administrative, community, and research projects as they arise.

• Tracking the community benefits program, both monetary and space, to include the processing of all invoices.

• This individual will also work closely with other members of External Affairs, City and Community Engagement, and Senior Leadership to execute special projects and daily functions.

This position is fully in-person on the Boston campus.

Minimum Qualifications

• Bachelor’s degree required. Must have 2-4 years of prior experience in an administrative position, with demonstrated experience in a dynamic and challenging work environment.

• In this fast-paced office, the successful candidate will be extremely adept at planning and prioritization, tactful communication, and will possess a strong organizational background along with the ability to be flexible, professional, and creative in responding to requests with a very short turnaround.

• Must have the ability to work independently and be flexible.

• Accomplished writing and editing skills required.

• Must have demonstrated reliability, proficiency in interpersonal, organizational, and communication skills, including the ability to analyze problems and identify solutions.

• Must be proficient at social media, and strong administrative and computing skills are essential.

• Must be able to understand complex material to communicate effectively and must demonstrate sound judgment with confidential information/issues.

Key Responsibilities & Accountabilities

Administrative Support

• Provide professional, administrative, research, budgeting, and editorial support for the Vice President and senior leaders to include managing executive calendars, scheduling meetings, and responding quickly and efficiently to schedule changes.

• Draft correspondence, briefings, memos, and other documents, and proofread documents when requested.

• Be knowledgeable of local elected officials and what is happening in the surrounding communities.

• Attend numerous off-hour meetings and events, including Community Task Force meetings, and other activities that are sponsored or hosted by the Department of City and Community Engagement.

• Effectively manage the operational budget of the Department.

• Prepare itinerary and event information, and when needed, will also make Vice President’s travel arrangements, including processing and tracking travel expenses.

• Assist in maintaining department website and social media networks. Be available to assist the rest of City and Community Engagement with daily operations and events, as needed.

Project Management

• Planning, managing, and executing event logistics such as preparing timelines and budgets for campus-wide events, and partnering with local organizations—effective communication and follow-up with community partners is imperative.

• Track all Community Benefits, including space and monetary requests, as well as processing all…