Executive Assistant - NanoSi

Northeastern University; Boston (MA); On-site; USD 100,000 - 125,000; Part time

Job summary

A prestigious university in Boston is seeking a highly organized Executive Assistant to support the Institute Director. This temporary position involves managing calendars, coordinating meetings, and facilitating communication. The ideal candidate will have a Bachelor's degree, proven administrative experience, and strong skills in Microsoft Office. The role offers a pay rate of $29.00 and a comprehensive benefits package.

Benefits

Comprehensive benefits package

Medical, vision, dental coverage

Paid time off

Tuition assistance

Qualifications

• Proven experience as an executive assistant or administrative role.
• Ability to handle confidential information discreetly.
• Familiarity with university systems and procedures is advantageous.

Responsibilities

• Manage the Director's calendar and schedule appointments.
• Handle correspondence and prepare documents.
• Act as a liaison between the Director and stakeholders.

Skills

Organizational skills

Multitasking

Communication skills

Microsoft Office Suite

Attention to detail

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

SharePoint

Job description

Overview

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.

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.

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.

Position Type

Temporary

Compensation

Pay Rate: 29.00

Benefits and 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, including medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement, and 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.