Executive Assistant - NanoSi

NU USA Northeastern University; Boston (MA); On-site; USD 60,000 - 70,000; Full time

Job summary

Northeastern University in Boston seeks an organized Executive Assistant to provide comprehensive support to the Institute Director. This role manages calendars, correspondence, and reports, ensuring efficient operations and effective communication with stakeholders.

The ideal candidate has a Bachelor's degree or equivalent, strong MS Office skills, and a track record of handling confidential information in a fast-paced environment. Temporary position with a strong benefits package is offered.

Qualifications

• Bachelor's degree or equivalent experience.
• Proven experience as an executive assistant or in a similar administrative role.
• Strong organizational and multitasking skills with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint).
• Proven ability to learn new technological resources as needed.
• Ability to handle confidential information with discretion.
• Demonstrated ability to work effectively in a fast-paced and dynamic environment.
• Strong writing, editing, proofreading skills, 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.
• Familiarity with university systems and procedures is advantageous.

Responsibilities

• Administrative Support (60%): Manage the Director's calendar, schedule appointments, and coordinate meetings, ensuring optimal use of time and resources.
• Handle correspondence, emails, and phone calls on behalf of the Director, providing timely and professional responses.
• Prepare documents, reports, and presentations, ensuring accuracy and consistency.
• Communication and Coordination (20%): Act as a liaison between the Director and internal and external stakeholders, maintaining positive and professional relationships.
• Assist in drafting and proofreading communications, including emails, memos, and reports.
• Coordinate communication and information flow within the institute, ensuring timely dissemination of key updates.
• Documentation and Reporting (10%): Maintain accurate records of meetings, communications, and administrative activities.
• Prepare reports and presentations as requested by the Director, summarizing key information and data.
• Meeting and Event Coordination (5%): Coordinate logistics for meetings, workshops, and events attended or hosted by the Director.
• Prepare meeting agendas, take minutes, and follow up on action items as needed.
• Assist in coordinating travel arrangements for the Director and visitors.
• Financial and Resource Management (5%): Assist in managing budgetary and financial matters, including tracking expenses and processing financial documents.
• Collaborate with relevant departments to ensure the availability of resources for the institute's activities.

Skills

Organizational skills

Communication skills

Attention to detail

Discretion with confidentiality

Education

Bachelor's degree

Tools

Microsoft Office

SharePoint

Teams

Outlook

Job description

About the Opportunity Job Summary:

The NanoSystems Innovation Institute at Northeastern University is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Institute Director. This role involves managing administrative tasks, facilitating communication, and contributing to the overall efficiency of the institute's operations.

Minimum Qualifications:

• Bachelor's degree or equivalent experience.
• Proven experience as an executive assistant or in a similar administrative role.
• Strong organizational and multitasking skills with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint).
• Proven ability to learn new technological resources as needed.
• Ability to handle confidential information with discretion.
• Demonstrated ability to work effectively in a fast-paced and dynamic environment.
• Strong writing, editing, proofreading skills, 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.
• Familiarity with university systems and procedures is advantageous.

Job Duties:

• Administrative Support (60%): Manage the Director's calendar, schedule appointments, and coordinate meetings, ensuring optimal use of time and resources. Handle correspondence, emails, and phone calls on behalf of the Director, providing timely and professional responses. Prepare documents, reports, and presentations, ensuring accuracy and consistency.
• Communication and Coordination (20%): Act as a liaison between the Director and internal and external stakeholders, maintaining positive and professional relationships. Assist in drafting and proofreading communications, including emails, memos, and reports. Coordinate communication and information flow within the institute, ensuring timely dissemination of key updates.
• Documentation and Reporting (10%): Maintain accurate records of meetings, communications, and administrative activities. Prepare reports and presentations as requested by the Director, summarizing key information and data.
• Meeting and Event Coordination (5%): Coordinate logistics for meetings, workshops, and events attended or hosted by the Director. Prepare meeting agendas, take minutes, and follow up on action items as needed. Assist in coordinating travel arrangements for the Director and visitors.
• Financial and Resource Management (5%): Assist in managing budgetary and financial matters, including tracking expenses and processing financial documents. Collaborate with relevant departments to ensure the availability of resources for the institute's activities.

Position Type

Temporary

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. 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.

Pay Rate

29.00

Founded in 1898, Northeastern is a global research university and the recognized leader in experiential lifelong learning. Our approach of integrating real-world experience with education, research, and innovation empowers our students, faculty, alumni, and partners to create worldwide impact. Our global university system provides our community and academic, government, and industry partners with unique opportunities to think locally and act globally. The system—which includes 14 campuses across the U.S., U.K., and Canada, 300,000-plus alumni, and 3,000 partners worldwide—serves as a platform for scaling ideas, talent, and solutions. The university’s residential campuses for undergraduate and graduate degrees are located in Boston, London, and Oakland, California. Our research and graduate campuses are in the Massachusetts communities of Burlington and Nahant; Arlington, Virginia; Charlotte, North Carolina; Miami; Portland, Maine; Seattle; Silicon Valley, California; Toronto; and Vancouver. Northeastern’s personalized, experiential undergraduate and graduate programs lead to degrees through the doctorate in 10 colleges and schools across our campuses. Learning emphasizes the intersection of data, technology, and human literacies, uniquely preparing graduates for careers of the future and lives of fulfillment and accomplishment. Our research enterprise, with an R1 Carnegie classification, is solutions oriented and spans the world. Our faculty scholars and students work in teams that cross not just disciplines, but also sectors—aligned around solving today’s highly interconnected global challenges and focused on transformative impact for humankind.