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Executive Assistant
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Position Number: 1894148
Location: Boston, MA
Position Type: Secretary and Administrative Assistants

Executive Assistant

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 locationsin Boston; Charlotte, North Carolina; London; Portland, Maine; San Francisco; Seattle; Silicon Valley; Toronto; Vancouver; and the Massachusetts communities of Burlington and Nahantare 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 formatslead 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:
Reporting directly to the Vice President for Enrollment Management, the Executive Assistant (EA) position is responsible for providing a wide variety of administrative support, office management, project, and portfolio support to both the VP as well as other members of the Enrollment Management leadership team while effectively managing the time for the VP of EM. The EA will proactively gather information/materials needed to advance the priorities of the office. The Division of Enrollment Management at Northeastern is a large and complex organization, with over 250+ staff members across nine units; the Vice President serves as a key member of the Office of the Chancellor's leadership team and requires a strong executive assistant to aid in the successful management of this critical area of the institution.

The EA manages the calendar for the VP to schedule meetings and appointments and is responsible for coordinating the logistics for meetings and special events organized by the VP or EM Leadership, including preparing meeting agendas, handling space reservations and catering needs, and AV set-up,The EA prepares draft materials, proofreads and edits emails, documents, presentations, and reports for use in meetings and participates in meetings, as required, to record minutes and document any follow-up tasks. Moreoever, the EA may, at times, serve in a project management role and be responsible for tracking meeting deliverables and ensuring deadlines are met. The EA develops and maintains both physical and virtual files and manages information coming to and going out from the VP's office. The EA may function as a liaison between the VP's office and other departments and act as primary contact for addressing inquiries from both internal and external customers and stakeholders.

Responsibilities:
The EA participates in and helps facilitate the department budget process, including, but not limited to, the reconciliation of office invoices, the management of vendor contracts, , and the organization of all bill payments through Direct Pays, Journal Vouchers, or Purchase Orders. The EA will be responsible for monthly budget reconciliation including reconciling P & L for the department and credit card statements while providing a summary of the budget on a periodic basis. The EA serves as a delegate and liaison for the finance and human resource staff, including performing duties related to the maintenance of appropriate financial records such as the preparation and submission of expense reports for reimbursement and verifying submitted reimbursements for accuracy and completion per University and divisional policies. The EA may also support expense-related questions from office staff, escalating as necessary.

Additionally, the EA provides support and coordinates travel arrangements to the VP and other members of the EM Leadership Team, including extensive international travel bookings. As part of a larger team of office assistants supporting the Office of the Chancellor's office suite, the EA is also responsible for general office management functions, including: maintenance of the office area, student conference space, and kitchen; inventory management of office supplies; supporting the on-boarding process for new staff by supplying keys, office supplies, business cards and office credit cards, as necessary; and, maintenance of security-related records for building and room access, including a record of keys and security system codes.

As part of EM Unit, the EA provides essential customer service and operational functions including front-line visitor reception on an as-needed basis. 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. The EA is expected to support the division during large-scale events on campus that are critical to the overall performance of the organization, such as Admissions Welcome Days and new student Orientations.

Qualifications:
Minimum Qualifications
The following competencies are integral to the successful performance as the Administrative Assistant:

Bachelor's degree in Business Administration, Management or related field required

Minimum of 3-5 years of progressively responsible experience in a professional or college/university setting with experience in providing administrative support, executive assistants/support, office management, and finance/budget management.

Must be professional, mature, and have excellent written and verbal communication skills, strong multi-tasking, organizational and time management skills, customer service focused and comfort interfacing with a diverse community.

Persuasive writing, editing, and proofreading skills, attention to detail, and follow-through skills are essential as well as flexibility, a positive attitude and the ability to work efficiently in a busy environment.

The EA must demonstrate excellence in managing multiple priorities with strong organizational skills and attention to detail while setting priorities among many competing tasks and projects.

Must exercise judgment and discretion in maintaining and safeguarding the confidentiality of sensitive information.

Must be able to operate in a changing, complex environment and maintains values and culture while embracing the new.

The EA must be proactive and anticipate the needs of the VP and other senior leaders in the organization

The EA must be comfortable with AV technology and willing to learn new systems related to audio and video conferencing.

Demonstrate the ability to analyze and solve problems and bring tasks and projects to completion.

Must be customer-oriented and demonstrate ability to work well with all levels of internal management and staff, outside clients and vendors.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint). Proven ability to learn new technological resources as needed.

Preferred Qualifications

Experience with Global/International Office a plus

Reflects Northeastern University's values & management practices in style and personal actions

Must be confident in self and gives the best and seeks the best from others.

Ability to share information across functions in the organization and transfer best practices and learnings whenever possible.

Experience with Concur or another expense management system preferred

Salary Grade:
10

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 www.northeastern.edu/diversity.

To apply, visit https://careers.pageuppeople.com/879/cw/en-us/job/503120