Senior Executive Assistant, Operations

Boston University•Boston, MA

15d•Onsite

About The Position

The Senior Executive Assistant ensures executives’ time, priorities, communications, and commitments are managed effectively, while helping the office operate with organization, responsiveness, and professionalism. The role coordinates complex scheduling and logistics and stays informed about university priorities by attending departmental and select committee meetings. It also coordinates meetings, maintains minutes, and prepares materials. The position requires a high degree of confidentiality, judgment, discretion, initiative, strong organizational and interpersonal skills, comfort with evolving technologies, and the ability to anticipate the needs of the unit and Operations leadership team. The position is initially fully on-site, Monday through Friday, from 9 a.m. to 5 p.m. It supports executive and Operations leadership activities, campus operations improvements, university events, and the hiring, training, and management of student employees.

Requirements

Bachelor’s degree.
Three to five years of experience.
Exceptional organizational skills.
Comfort with multiple levels of evolving technology, including Zoom, Teams, AI platforms, and SAP.
Strong interpersonal skills.
Ability to anticipate the needs of the unit.
High degree of confidentiality, judgment, discretion, and initiative in managing sensitive matters and competing priorities.

Responsibilities

Coordinate and schedule meetings, recurring commitments, events, and executive engagements; book travel and prepare expense reports.
Work with executive assistants and administrative leaders across the University to facilitate coordination and information flow.
Prepare and organize meetings by booking rooms, tracking attendees, setting up remote options, ordering catering, creating agendas, preparing briefing materials, and taking minutes when appropriate.
Manage the Operations suite by greeting guests, ordering supplies, managing paper files, and creating and maintaining electronic databases.
Create purchase orders for specific vendors as needed.
Maintain confidential files, records, correspondence, and other sensitive information.
Anticipate executive and Operations leadership needs, identify potential issues, and create systems to support effective work.
Coordinate with the Assistant Vice President, Operations & Strategic Implementation on campus operations improvements, including commencement, orientation, student move-in, and other special events or assignments.
Hire, train, and manage student employees.
Attend departmental meetings and select committee meetings to stay informed about university priorities.