Senior Executive Assistant, Operations

Boston University; Boston (MA); On-site; USD 65,000 - 95,000; Full time

Job summary

Boston University is seeking a Senior Executive Assistant to manage executives' time, priorities, communications, and commitments in a highly organized and professional manner. This role focuses on coordinating complex scheduling, meetings, and travel, while maintaining confidentiality and supporting the broader Operations leadership team.

The ideal candidate will hold a Bachelor's degree with 3–5 years of experience, and the position is initially on-site, Monday–Friday, 9am–5pm, with

Qualifications

• Bachelor's Degree and 3-5 years of experience required.

Responsibilities

• Coordinate and schedule meetings, events, and executive engagements, including travel and expense reports.
• Prepare and organize meetings by booking rooms, setting agendas, briefing materials, and taking minutes as appropriate.
• Maintain confidential files and information with discretion and initiative to support executives and the Operations leadership team.
• Coordinate with the AVP, Operations & Strategic Implementation on campus operations improvements, including special events.
• Hire, train, and manage student employees.

Education

Bachelor's Degree

Job description

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, training and internal pay comparison. The above hiring range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Type

Full-Time/Regular

The Senior Executive Assistant ensures that executives’ time, priorities, communications, and commitments are managed effectively and that the office operates with a high degree of organization, responsiveness, and professionalism.

This position will coordinate multiple complex scheduling and logistics. In order to be successful with this, the position will need to be up to date on university priorities. Therefore, it is expected for this position to also attend departmental meetings and select committee meetings. This role will also serve as a meeting coordinator, creating and maintaining meeting minutes, and preparing necessary materials. A high level of confidentiality is required.

The ideal candidate will have exceptional organizational skills, comfortable with multiple levels of evolving technology (Zoom, Teams, AI Platforms, SAP, etc.), strong interpersonal skills, and the ability to anticipate the needs of the unit. This position will initially be fully on-site, Monday – Friday, 9am – 5pm. The successful candidate will exercise considerable judgment, discretion, and initiative in managing sensitive matters and competing priorities. They will anticipate needs, identify potential issues before they arise, and create systems that enable the executives and the broader Operations leadership team to work effectively.

Essential Functions:

• Coordinate and schedule, meetings, recurring commitments, events, and executive engagements. This includes booking travel and creating expense reports.Work closely with executive assistants and administrative leaders across the University to facilitate effective coordination and information flow.
• Prepare and organize for meetings, including booking rooms, tracking attendees, setting up remote options, ordering catering, creating agendas, prepare and organize briefing materials, and taking minutes (when appropriate).Act as the Operations suite manager by greeting guests, ordering supplies, managing paper files, and creating/maintaining electronic databases. Minimal PO creation for specific vendors may be required.
• Maintain confidential files, records, correspondence, and information requiring a high degree of discretion.Exercise considerable judgment, discretion, and initiative in managing sensitive matters and competing priorities.Will anticipate needs, identify potential issues before they arise, and create systems that enable the executives and the broader Operations leadership team to work effectively.
• Coordinate with Assistant Vice President, Operations & Strategic Implementation on ongoing improvements to campus operations. This includes commencement, orientation, student move-in, and other special events or assignments.
• Hire, train, and manage student employees.

Required Skills

Bachelor's Degree and 3-5 years of experience required.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor