Executive Assistant

About the Opportunity

This position provides executive level support for David Luzzi in his roles of Senior Vice Provost for Research (SVPR) and Senior Advisor to the President (SATP). This individual will be responsible for managing the SVPR/SATP's administrative needs to ensure that his time is effectively allocated and that he has the information/materials needed to advance the priorities of the university programs and assets for which he is responsible. Complex calendar management to accommodate shifting priorities, travel, and expense reporting are key components of this position.

The successful EA will thrive in a fast-paced environment, where assignments include interacting with high-level internal and external stakeholders. This position requires organizational skills, proactive planning, customer service focus, and the ability and flexibility to respond to a wide variety of multiple and shifting priorities.

The role reports to the Associate Vice President of the ICBM. This position will be iin person on the Burlington ICBM campus with occasional time spent on Northeastern's Boston Campus as needed. In addition to these locations, some travel may be required for events/meetings where the SVPR has a major role and admin support is needed.

Job Responsibilities

• Provide high-level administrative support for the SVPR /SATP.
• Maintain a complex executive calendar
• Organize and prepare for meetings
• Coordinate domestic and international travel as needed,
• Prepare and track expense reports
• Regularly handle confidential material and information and exercise discretion in doing so
• Perform other duties as required to ensure the smooth operation and responsiveness of the SVPR/SATP offices.

Qualifications

• Minimum of 5 years' experience in higher education supporting a Dean, Vice Provost, or Vice President level executive; or in business supporting a Director, Vice President, or similar high-level executive
• Bachelor's degree required; masters preferred
• Excellent verbal and written communication skills needed with ability to interact with tact and diplomacy amongst a wide variety of stakeholders both internal and external to the university
• Must be a self-motivated worker who can anticipate problems and demonstrate significant independent judgement
• Must be able to take initiative and follow through on tasks independently.
• Must have high standards of professional conduct, a demonstrated record of dependability, and a strong work ethic
• Experience and comfort handling confidential and proprietary information.
• Must be detail-oriented with a high level of attention to accuracy and completeness and superior time management capabilities.
• Must have excellent Microsoft Office including word, excel, PowerPoint, and TEAMS as well as the ability to learn new software and web-based programs
• Ability to travel as needed

Key Responsibilities

Calendar Management & Administrative Duties: 80%

• Manage calendar and coordinate high-level meetings in a manner that is strategic and efficient and adapts to the shifting priorities and complex calendars of senior level stakeholders. Coordinate with Strategic Projects Manager in meeting priorities for calendar management
• Manage, monitor, and track the high volume of demands for the SVPR/ SATP's time by prioritizing requests while demonstrating significant independent judgment in identifying and resolving potential conflicts
• Prepare agendas and meeting notes in a timely manner to ensure SVPR /SATP is well prepared for all meetings, events, and speaking engagements
• Establish a triage system for incoming emails to SVPR/ SATP and track action items and needed responses. Execute email communications on behalf of the SVPR/ SATP as requested
• Craft and deliver consistently high quality, professional written and oral communications behalf of the SVPR /SATP
• Communicate professionally and effectively with internal and external constituencies to advance the priorities of the SVPR/ /SATP
• Review, revise, and summarize correspondences and briefs as needed
• Create accurate and professional PowerPoint presentations, Excel, and other documents for the SVPR /SATP
• Provide additional administrative support as needed

Travel and Reimbursement coordination: 10%

• Coordinate and manage SVPR /SATP travel including all meeting registrations and air travel, hotel, or ground travel arrangements as needed
• Complete timely and accurate expense reports in accordance with university policy
• Coordinate and manage travel logistics for others as needed from time to time per the SVPR /SATP
• Travel to offsite meetings and events when needed

Meeting and event support: 10%

• Arrange for and coordinate logistics of SVPR/SATP meetings and workshops on both the Boston and Burlington campuses.
• Work with relevant presidential and senior leadership colleagues for logistics of SVPR/SATP related meetings and events
• Greet and receive attendees and visiting VIPs
• Provide excellent customer service for a successful and welcoming visit.

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 https://hr.northeastern.edu/benefits/ 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 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/Burlington-MA/Executive-Assistant_R119918







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