Executive Assistant - Northeastern University : Job Details

About the Opportunity JOB SUMMARY The Global Resilience Institute at Northeastern University, seeks a dynamic and experienced Executive Assistant to support all executive administrative functions related to the Institute Director, to include calendar management, meeting support, travel planning, and time & expense reporting. Reporting to the Director of Executive Operations and Special Projects at GRI, the Executive Assistant will coordinate and manage all meetings for the Institute Director and Director of Executive Operations, and help manage the Directors schedule. On behalf of the Institute Director or Director of Executive Operations and Special Projects, this position will communicate with administrative stakeholders across Northeastern University to include the Offices of the President, Provost, Senior Vice Provost, Vice Provosts, and College Deans. Due to GRIs public facing and global mission, this Executive Assistant will be responsible for coordination with Protocol offices for the international scholars and dignitaries with whom the Institute Director or Director of Executive Operations and Special Projects may interact with. This person will support the Institute Director and Director of Executive Operations and Special Projects in their relationships and the administrative processes for working with senior government officials, industry executives, and university leaders. S(he) must also have proficiency in tailoring and coordinating complex meeting schedules with corporate and NGO partners to facilitate smooth operations of the Institute and its initiatives. This will demand effort and judgment equivalent to special/executive assistants for senior corporate executives and college heads. Other activities include managing the Directors time; hosting visitors; providing summary reports for forums, events and key meetings; and documenting, monitoring and driving the resulting follow-up activities. The Executive Assistant will also support all in-person and hybrid events working alongside the Office Manager and Operations Assistants. MINIMUM QUALIFICATIONS Bachelors degree required. Minimum of 5 years of executive support or administrative experience required, preferably in higher education or an executive setting. Excellent communication, critical thinking skills, and attention to detail required. Required skills including proficiency in the full Microsoft Office Suite, including PowerPoint, Excel, Word, Outlook and Teams. Must have experience with corporate environments and work cultures. Strong organizational, teamwork, and interpersonal skills are required. Must be detail-oriented and able to understand complex material, work with confidential information and prioritize tasks. Must be able to take initiative and follow through on tasks independently. Must be willing to work sometimes outside of normal hours for events and special initiative missions. KEY RESPONSIBILITIES & ACCOUNTABILITIES Manage the Directors activities and calendar (35%) Manages and coordinates the high volume of demands for the Directors time by prioritizing requests and exercising significant independent judgment to identify and resolve potential conflicts. Participates in and tracks progress on projects, tasks and reporting obligations. Draft, edit, and distribute correspondence, agendas or other materials as needed. Anticipates the Directors needs by coordinating with Director of Executive Operations and Special Projects to provide necessary back-up and research materials in a timely way, ensuring the Director is well-prepared for all meetings, events and speaking engagements. Makes travel arrangements, prepares itineraries and event information. Processes and tracks travel/expense vouchers and maintains expense files. Reviews, revises and summarizes correspondence, mail and briefs for the Institute Director. Drafts accurate and well-formatted, graphically attractive emails, memos and letters for the Founding Director when appropriate. Communicate on behalf of the Director with external constituencies within Northeastern University and with external partners on a wide variety of administrative matters. Answers the Directors office phone and triage calls and requests as necessary. Research and Marketing activities for Director and Director of Executive Operations and Special Projects (35%) Conducts research and prepares reports in anticipation of the Directors needs. Provides assistance for special projects and engagements where the Director serves in a chair/leadership role (Academic, Government or Industry). Prepares background briefing materials for corporate or research partners with which the Director may be meeting. Provides administrative support with dual teaching appointments and multi-college research activities, and authorship of academic and popular press books. Carries out other duties as assigned by the Director or that may come up as GRI continues to grow in research and personnel. Special projects as Assigned (30%) Works with ITS Support to ensure all technology needs for the Director and Director of Operations and Special Projects are up to date Supports the Officer Manager and works alongside the Operations Assistants to support all Boston campus events (lectures, special visits, launch, etc). Books all travel for Director and manages expense reports (Concur) Additional Information: This is a fixed term appointment, with the possibility of renewal based off of continuing external funding Position Type General Administration Additional Information 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 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 law. To learn more about Northeastern Universitys commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.