Executive Assistant - Office of the President
About The Position
The Executive Assistant for the Office of the President provides comprehensive executive support and serves as a primary liaison between the President's Office and internal and external constituencies. This role requires exceptional judgment, discretion, and organizational expertise to manage the President's complex schedule, coordinate extensive travel, and ensure seamless operations. The Executive Assistant also manages incoming inquiries and concerns from students, parents, and community members, triaging and routing matters appropriately. Reporting to the Director of Administration and Operations, this role requires an in-person presence five days a week. Some evening and weekend hours may also be required.
Requirements
- Bachelor's degree
- Prior experience providing executive-level support to senior leaders in complex organizations is desirable
- Demonstrated expertise in managing complex executive calendars with competing priorities
- Proven experience coordinating extensive domestic and international travel
- Strong organizational and project management skills with keen attention to detail
- High degree of professionalism, discretion, and sound judgment when handling confidential information
- Ability to remain calm and effective under pressure with frequently shifting priorities
- Demonstrated ability to exercise initiative, anticipate needs, and solve problems independently
- Experience in or demonstrated commitment to working effectively with diverse staff and student populations
- Exceptional written and verbal communication skills, with ability to draft professional correspondence for executive review
Responsibilities
- Provide comprehensive executive support ensuring seamless daily operations of the Office of the President.
- Manages requests for the President to attend meetings/events, maintains contact, complete phone follow-up, handles email responses, ensures the flow of information to and from various areas of the university on behalf of the office and facilitates record keeping.
- Act as strategic manager for the President's calendar, balancing competing demands from trustees, donors, senior leadership, faculty, students, alumni, and community stakeholders.
- Exercise independent judgment in prioritizing requests, identifying scheduling conflicts, and ensuring adequate preparation time.
- Coordinate complex scheduling across multiple time zones and manage calendar changes with minimal disruption.
- Manage all aspects of the President's domestic and international travel, including complex multi-city itineraries, flight and accommodation arrangements, ground transportation, visa and documentation requirements, and coordination with host institutions.
- Prepare comprehensive travel briefings including schedules, meeting objectives, attendee backgrounds, and logistical details.
- Manage travel budgets and ensure timely expense reconciliation.
- Anticipate potential issues and develop contingency plans.
- Triage any travel issues that arise and work in real-time to resolve any disruptions.
- Maintain strict confidentiality regarding sensitive university matters, personnel decisions, donor relationships, board discussions, strategic planning, and other privileged information.
- Prepare comprehensive briefing materials, agendas, and background information for meetings.
- Attend select meetings to document decisions, action items, and follow-up requirements.
- Facilitate coordination and communication with other departments on campus for the President’s needs involving speaking and advancement related engagements, ensuring effective workflow, appropriate coverage, and collaborative operations.
Benefits
- 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.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
