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Executive Assistant

Northeastern University

Northeastern University

Boston, MA, USA · Boston, MA, USA
Posted on Friday, May 31, 2024

About the Opportunity

The Executive Assistant will be confident in working independently and with ambiguity, as well as being a strong team player. The position works within a wider team supporting the Office of the CIO. The role will be required to maintain an understanding of the CIO’s strategic priorities and the strategic priorities of the University and apply this awareness to the support of the CIO and Deputy CIOs.

Under direction, this individual will oversee a variety of administrative projects, communicate matters with internal and external constituencies including senior university leadership, faculty, and staff; design and produce reports and presentations, schedule and coordinate meetings, travel coordination and prepare expense reports on behalf of the CIO and Deputy CIOs.

At Team ITS, your success matters as much as the mission. Learn more about our flexible, highly dynamic, and values-first culture at careers.its.northeastern.edu.

This position is onsite 3 days per week, and eligible for remote work 2 days per week.

Regrettably, the university is unable to work sponsor for this role, now or in the future.

Minimum Qualifications

  • Bachelor's degree and minimum of 7 years of administrative experience required
  • Expertise of calendar management, specifically managing multiple VPs and AVPs calendars at one time
  • Must be able to work and make decisions independently, to exercise discretion and good judgment in areas of responsibility
  • Must be able to communicate professionally and effectively with people at all levels of the organization as well as with external constituents
  • High-level comfort working with technology is necessary
  • Proficiency in Microsoft Office Suite—especially Excel, Word, PowerPoint and Outlook, Teams—and OneNote
  • In this fast-paced office, the successful candidate will be extremely adept at planning, prioritizing and possess a strong organizational background along with ability to be flexible, professional, and creative in responding to requests with short turnaround
  • Strong proofreading, attention to detail and follow through skills are essential as well as flexibility, a positive attitude, and the ability to work efficiently in a busy environment while handling multiple priorities
  • Experience dealing with sensitive personnel information

Preferred Qualifications

  • Experience with managing and executing projects on behalf of senior member of an organization
  • Experience and willingness to work with digital workflow tools such as Microsoft To Do, Microsoft Flow, SharePoint, and ServiceNow to ensure follow through on AVP requests.
  • Experience working in IT, technology, or higher education organization preferred.

Key Responsibilities

Calendaring and support for CIO

Provide support for the CIOs calendar in coordination with Head of the OCIO & IT Operations

Track and manage agendas, projects, action items, priorities, and Microsoft Teams

Execute items related to purchase requests on behalf of the CIO

  • Complete expense reports, vendor justification forms & quotes
  • Make purchases on behalf of the CIO
  • Prep and/or complete spreadsheets, reports, presentations, documents and dashboards

Calendaring and Support for the Deputy CIOs

Complex calendar management for both Deputy CIOs

Daily briefings for Deputy CIOs using OneNote, Microsoft To Do, & Microsoft Flow

Execute items related to purchase requests on behalf of the Deputy CIOs

  • Complete expense reports, vendor justification forms & quotes,
  • Make purchases on behalf of the Deputy CIOs

Track and manage agendas, projects, action items, priorities, and Microsoft Teams

Prep and/or complete spreadsheets, reports, presentations, documents and dashboards

Special Projects

Onboarding & Offboarding for the direct hires of the Deputy CIOs

Coordinate OCIO events, virtual gatherings, and travel for the CIO & Deputy CIOs

Assist with projects and planning for the OCIO on behalf of the Head of the Office of the CIO & IT Operations

Assist with special HR requests for the Deputy CIOs & Head of the Office of CIO & IT Operations

Position Type

General Administration

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.

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.

Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

To learn more about Northeastern University’s commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.