The Special Assistant supports one or more executives by filtering and attending to the day-to-day functions that are part of the executive’s role so that the executive can focus on the high-level leadership and strategy functions. The Special Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive or executives, including those of a highly confidential or critical nature. The Special Assistant facilitates the flow of information, dealing with basic financial management, attending meetings, planning and organizing. Finally, the Specialist Assistant will prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect an executive’s, or multiple executives’, style and University policy.
This is fully on-campus position.
Minimum Qualifications
Ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
High level of discretion, organizational skills, attention to detail, diplomacy, customer service with ability to handle complex calendars and overlapping schedules.
Ability to understand the workings of the organization, its mission, and people.
Proficiency with MS Office products, including Microsoft Word, Excel, PowerPoint, and Outlook.
Ability and willingness to take initiative and get work done though others.
Skills and knowledge required for this position are typically acquired through the completion of Associate’s degree or equivalent plus at least two to four years’ relevant experience.
Prior experience managing an office and supporting high level executives is preferred.
Key Responsibilities & Accountabilities
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to an executive or executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect an executive’s style and University policy. Makes an executive, or group of executives, more productive by time by reading, researching, and routing incoming correspondence and proofreading, editing, and drafting outgoing communications. Manages an Executive’s, or group of executives, calendar(s), screening calls, scheduling meetings, and organizing business travel both domestically and internationally. Manage the large demands for an Executive’s, or group of executives, time by anticipating and resolving potential conflicts.
Complete a broad variety of tasks that facilitate the executive’s, or group of executives’, ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence. Prepare agendas and meeting notes in a timely manner to ensure the Executive, or group of executives, are well-prepared for all meetings, events and speaking engagements. Act as the administrative point of contact between the executive and internal and external clients.
Maintain office filing and retrieval systems, record meeting discussions, maintain office supplies, place orders as required, and ensure office equipment is in proper working order. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization evolves.
Acts as on-boarding resource for new leaders, helping the manager read and understand the organizational culture, guiding them through its different personalities, and serving as a sounding board and confidant.
Position Type
General Administration
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.
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.
Seniority level
Entry level
Employment type
Full-time
Job function
Other
Industries
Higher Education
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