Senior Executive Assistant, Operations

Boston University; Boston (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

Boston University is seeking a Senior Executive Assistant to expertly manage executives' time, priorities, and communications, ensuring a high level of organization and professionalism across the office. The role requires coordinating complex scheduling, attending departmental and committee meetings, and producing minutes and briefing materials.

A strong tech proficiency with Zoom, Teams, AI platforms, and SAP is expected; on-site Monday–Friday 9am–5pm, with discretion in handling sensitive

Qualifications

• Bachelor's degree required; 3–5 years of experience preferred.
• Excellent organizational and multitasking abilities.
• Strong confidentiality and discretion in handling sensitive information.

Responsibilities

• Coordinate and schedule meetings, events, and engagements; arrange travel and expense reports.
• Prepare meeting materials, agendas, minutes, and briefing documents; manage room bookings and remote options.
• Maintain confidential files and information with discretion; anticipate needs and prioritize effectively.
• Coordinate with Operations leadership for campus improvements and special events.
• Hire, train, and supervise student employees.

Skills

Organizational skills

Communication skills

Meeting coordination

Calendar management

Education

Bachelor's Degree

Tools

Zoom

Teams

SAP

AI Platforms

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