Executive Assistant

Northeastern University; Boston (MA); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Northeastern University is seeking an Executive Assistant to support the CIO and Deputy CIOs within the Office of the CIO and IT Operations. The role requires independent work, strong teamwork, and an ability to align with the university's strategic priorities.

The position involves calendar management for senior leaders, preparing reports, coordinating travel, and handling sensitive information in a fast-paced environment. Onsite four days per week with one remote day.

Qualifications

• Bachelor's degree and 7+ years of administrative experience.
• Expertise in calendar management for multiple VPs/AVPs.
• Ability to work independently with discretion and good judgment.
• Professionally communicate with internal and external stakeholders at all levels.
• Strong comfort with technology and MS Office/Teams/OneNote.
• Ability to plan, prioritize, and adapt in a fast-paced office environment.
• Experience handling sensitive personnel information.

Responsibilities

• Manage CIO and Deputy CIO calendars and priorities; coordinate meetings and agendas.
• Prepare reports, presentations, and dashboards; track action items and follow through.
• Coordinate purchases and travel for CIO/Deputy CIOs; process expense reports.
• Provide onboarding/offboarding support for Deputy CIO hires; support OCIO events.
• Collaborate on special HR requests for the Deputy CIOs and OCIO leadership.

Skills

Calendar management

MS Office Suite

Professional communication

Discretion and judgment

Organization and multitasking

Digital tools proficiency

IT literacy

Education

Bachelor's degree

Tools

Microsoft To Do

Microsoft Flow

SharePoint

ServiceNow

OneNote

Teams

Job description

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 4 days per week, and eligible for remote work 1 day 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
• 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
• 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