Senior Executive Assistant, Operations

Boston University•Boston, MA

17d•$71,925 - $85,000•Onsite

About The Position

The Senior Executive Assistant ensures executives’ time, priorities, communications, and commitments are managed effectively, while maintaining an organized, responsive, and professional office. 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 level of confidentiality, sound judgment, discretion, initiative, exceptional organizational and interpersonal skills, comfort with evolving technology, and the ability to anticipate the needs of the unit and identify potential issues. Initially, the role is fully on-site, Monday through Friday, 9 a.m. to 5 p.m.

Requirements

Exceptional organizational skills.
Comfort with evolving technologies, including Zoom, Teams, AI platforms, and SAP.
Strong interpersonal skills.
Ability to anticipate the needs of the unit.
Ability to exercise judgment, discretion, and initiative when managing sensitive matters and competing priorities.
Ability to maintain a high level of confidentiality.

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 support coordination and information flow.
Prepare and organize meetings by booking rooms, tracking attendees, setting up remote options, ordering catering, creating agendas, organizing briefing materials, and taking minutes when appropriate.
Manage the Operations suite, including 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 information, exercising discretion and judgment with sensitive matters and competing priorities.
Anticipate needs, identify potential issues, and create systems to help executives and the Operations leadership team work effectively.
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 current on university priorities.