Assistant to the President

About the Opportunity

Summary:

The Office of the President is seeking a proactive, detail-oriented individual able to handle multiple responsibilities in a challenging, fast-paced environment.  This position reports to the Executive Assistant but works closely and collaboratively with all members of the team and acts as a backup support resource for the president and chief of staff in the absence of the Executive Assistant and others. Excellent writing and interpersonal skills are required.  The job also requires a range of duties in support of the President’s internal and external engagements and from time to time, special projects.
 

The Assistant will draft correspondence for the President.  In addition, the Assistant will proactively manage logistics related to Presidential commitments. Logistics include planning for and booking travel arrangements, scheduling meetings, staffing meetings and events as necessary, working with University personnel and resources to prepare briefing materials, and communicating daily transports to the drivers.  The Assistant will liaise with University stakeholders as necessary in connection with Presidential engagements, and other similar duties as well as perform administrative duties within the Office as assigned. This position requires strong judgment and diplomacy in working with external constituents, board members, senior staff, deans, faculty and students.

Responsibilities:

Administrative Support

• Conduct research, prepare briefing material, and proofread important documents from the President’s office.
• Staff the President at meetings and events across campus.
• Backup support resource for the president and chief of staff in the absence of the Executive Assistant and others

Writing

• Draft emails, stewardship correspondence, and other documents for the President.

Executive Calendar Management:

• Strategically manage the President’s calendar by making informed decisions regarding which meetings and events are most appropriate for allocation of the President’s time and determining, in consultation with the administrative team, when and how essential meetings should occur.
• Coordinate and maintain highly complex, dynamic calendar to ensure that the schedule flows smoothly. Use judgment and diplomacy to prioritize and schedule meetings with external constituents, board members, senior staff, deans, faculty and students.  Identify and resolve conflicts before they surface. Use tact and discretion to juggle calendar and shift around appointments as necessary.

Travel Management

• Manage day-to-day travel needs of the President by coordinating transports with the President’s drivers.
• Understand and anticipate the President’s needs and travel preferences. Speed and accuracy in researching and booking travel. Ensuring accurate and timely presentation of the President’s travel documentation prior to departure. Collaborating with key University offices to support efficient and strategic use of travel engagements. Be available to respond to urgent travel requests outside of normal business hours.

Qualifications:

Bachelor’s degree and a minimum of five years of relevant experience is required. Must have superb communication skills and the ability to understand complex issues within a multifaceted organization.  Previous experience as an executive assistant at the C-Suite level in a corporate or higher education setting is ideal. Strong problem-solving skills and the ability to navigate and respond nimbly and flexibly to changing or ambiguous situations.

• A strong sense of discretion and confidentiality

• Proficiency with all major office software, (Microsoft Word, Excel, PowerPoint, Teams, Zoom) as well as familiarity with digital media resources.

• The ability to handle multiple projects, prioritize competing demands, and work well in high pressure situations

• Strong communication skills, both verbal and written

• A relentless commitment to precision and high quality, especially regarding materials generated by the President’s office.

• The ability to work collaboratively and productively with a team of seasoned and accomplished colleagues

• A dedicated work ethic

• The ability to respond outside of normal business hours, especially when the president is traveling

Position Type

General Administration

Additional Information

Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff.  Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. 

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.

To learn more about Northeastern University’s commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity .