Administrative Assistant

Northeastern University•Boston, MA

20d•$23 - $32

About The Position

The Main Office Administrative Assistant serves as the primary point of contact for the Department of Mathematics, providing front desk coverage, community services, event coordination, and administrative support to students, faculty, staff, and visitors. The role calls for a consistently positive and professional demeanor, strong attention to detail, flexibility, and the ability to manage shifting priorities in a fast-paced environment. Initiative is important, including identifying what needs to be done and acting independently. Strong communication, tact, organizational and computer skills, and a willingness to support the department are essential. The role supports front desk operations and departmental inquiries; purchasing and budget monitoring; room, office, equipment, and facilities management; records, mail, and correspondence; and department event planning and coordination. It also includes coordinating travel and hospitality for visiting speakers and faculty candidates, processing reimbursements with the Budget Coordinator, and assisting with additional projects and administrative tasks as needed.

Requirements

Associate's degree.
Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
Consistently positive attitude and professional demeanor, with strong attention to detail.
Ability to work in a fast-paced environment, manage competing priorities, and remain flexible as priorities shift.
Outstanding interpersonal and communication skills, including professional interaction with people at all levels, internally and externally, using tact and diplomacy.
Readiness to take responsibility and willingness to pitch in and help others.
Strong initiative and ability to identify what needs to be done and act independently without close supervision.
Demonstrated ability to manage competing priorities, exercise sound independent judgment, and carry out complex assignments with minimal supervision.
Excellent written and verbal communication skills, including drafting professional correspondence, presentations, and reports on behalf of the department.
High level of discretion in handling confidential information.

Nice To Haves

Bachelor's degree.
Experience with university systems such as Concur or Workday.

Responsibilities

Provide consistent front desk coverage, maintain a professional and welcoming reception area, and respond promptly to telephone calls and emails.
Support students, faculty, staff, and visitors; monitor front desk traffic; and maintain a neat and orderly work environment.
Use knowledge of department programs, policies, and university resources to resolve routine and non-routine inquiries.
Serve as departmental liaison to Information Technology Services (ITS), Facilities, the copying center, and other university offices.
Purchase and monitor department supplies, maintain detailed Excel purchase records, and retain receipts in a shared folder.
Support student clubs and coordinate catering needs; monitor spending across department purchases and student club budgets.
Manage room scheduling, ensure audiovisual equipment is functioning, and arrange seminar room cleaning as needed.
Submit work orders and liaise with Facilities to help ensure the department is clean, safe, and functioning; maintain office equipment.
Assist with assigning offices to faculty, graduate students, and visitors.
Maintain electronic filing and records management systems; manage department mail, package deliveries, and inter-office correspondence.
Manage department listservs and email distribution lists and disseminate departmental communications.
Plan and coordinate department events, including faculty speaker seminars and other student- and research-facing initiatives.
Coordinate event logistics, including space reservations, catering, audiovisual equipment, signage, materials, attendee communications, on-site setup, and post-event follow-up.
Prepare event materials, briefing documents, and printed programs; manage the department event calendar and flag scheduling conflicts.
Coordinate travel and hospitality for visiting speakers and faculty candidates and process reimbursements with the Budget Coordinator.
Assist with additional projects and administrative tasks as needed.