Executive Assistant to the Dean

Northeastern University • Newton, MA

32d

About The Position

About the Opportunity The School of Law seeks an experienced Executive Assistant (EA) to provide high-level administrative support to the Dean and to manage the daily operations of the Office of the Dean. The EA serves as the primary point of contact for the Office of the Dean and is responsible for coordinating the Dean’s calendar and commitments, overseeing office operations and staff support, and assisting with projects and events sponsored by the Office of the Dean. The role ensures the office functions efficiently and provides a professional and welcoming environment for faculty, staff, students, alumni, and visitors. This position requires professionalism, discretion, sound judgment, and the ability to manage multiple priorities in a dynamic, complex environment. The EA demonstrates strong attention to detail, effective time management, and the ability to prioritize tasks in support of multiple ongoing responsibilities. The EA anticipates needs, adapts effectively to change, and communicates clearly and respectfully in support of the Dean and the broader goals of the School of Law.

Requirements

• Bachelor’s degree with a minimum of 5 years of related work experience, preferably in a higher education setting and supporting upper management.
• Exceptional organizational skills and attention to detail, with the ability to multitask and work effectively and efficiently with multiple deadline pressures while maintaining a high level of professionalism.
• Strong communication and interpersonal skills with the ability to maintain confidentiality, understand complex material and communicate effectively with a wide range of audiences. Individual must also demonstrate excellent verbal and written communication skills.
• Demonstrated ability to take initiative and provide consistent follow-through on tasks independently.
• Experience managing complex calendars, preferably in a national and/or global setting.
• Demonstrated computer literacy, including advanced proficiency with Microsoft Office Suite (Word, Outlook et al.)
• Strong critical thinking and problem-solving skills, exhibiting good judgement and discretion at all times.

Nice To Haves

• Expertise with program management tools preferred.
• Management experience with demonstrated ability in delegating tasks or responsibilities

Responsibilities

• Assess and prioritize incoming requests, using sound judgment to determine the appropriate response, referral, or action aligned with the Dean’s style and University policies.
• Design and produce complex documents, reports, presentations; collect and prepare information for meetings with internal and external stakeholders; compose and prepare executive-level correspondence.
• Manage and coordinate the Dean’s calendar, using independent judgment to prioritize requests and resolve conflicts.
• Coordinate and manage the Dean’s executive’s domestic and international travel arrangements, including itineraries, accommodations, and transportation, and process related expenses and expense reports
• Oversee daily operations and front-desk reception for the Office of the Dean, including mail distribution, access management, and supplies management; support administrative workflows; and submit and track facilities work orders to ensure timely resolution.
• Ensure the Office of the Dean and its conference room remain clean, organized, and presentable for visitors, meetings, and events, and manage conference room reservations, set-up, and logistics.
• Supervise, train, and schedule student workers and front-desk staff, fostering an inclusive and respectful work environment and ensuring adequate coverage and accountability for assigned tasks.
• Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization evolves
• Execute meetings, receptions, retreats, and other events sponsored or supported by the Office of the Dean, including research and data gathering as needed.
• Ensure projects and initiatives are executed accurately, on time, and with appropriate follow-through.
• Serve as the primary point of contact for the Office of the Dean, responding to and directing inquiries, managing sensitive communications, and ensuring correspondence is handled promptly and accurately.
• Build and maintain positive working relationships with faculty, staff, students, alumni, donors, University leadership, and external constituents, reflecting the professionalism and values of the School of Law in all interactions.
• Coordinate the flow of information between the Dean and key stakeholders, ensuring messages are communicated clearly, issues are addressed or elevated appropriately, and follow-up actions are completed in a timely manner.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level