Executive Assistant, GRI Job at Northeastern University in Boston

Executive Assistant, GRI About the Opportunity The Global Resilience Institute at Northeastern University seeks a dynamic and experienced Executive Assistant to support all executive administrative functions related to the Institute Director, including calendar management, meeting support, travel planning, and time & expense reporting. Reporting to the Director of Executive Operations and Special Projects at GRI, the Executive Assistant will coordinate and manage all meetings for the Institute Director and Director of Executive Operations, and help manage the Director's schedule. This position will communicate with administrative stakeholders across Northeastern University, including the Offices of the President, Provost, Senior Vice Provost, Vice Provosts, and College Deans. Due to GRI's public-facing and global mission, this Executive Assistant will coordinate with Protocol offices for the international scholars and dignitaries with whom the Institute Director or Director of Executive Operations and Special Projects may interact. This person will support the Institute Director and Director of Executive Operations and Special Projects in their relationships and the administrative processes for working with senior government officials, industry executives, and university leaders. This role requires proficiency in tailoring and coordinating complex meeting schedules with corporate and NGO partners to facilitate smooth operations of the Institute and its initiatives. Other activities include managing the Director's time, hosting visitors, providing summary reports for forums, events, and key meetings, and documenting, monitoring, and driving the resulting follow-up activities. The Executive Assistant will also support all in-person and hybrid events. MINIMUM QUALIFICATIONS Bachelor's degree required. Minimum of 5 years of executive support or administrative experience required, preferably in higher education or an executive setting. Excellent communication, critical thinking skills, and attention to detail required. Required skills including proficiency in the full Microsoft Office Suite, including PowerPoint, Excel, Word, Outlook, and Teams. Must have experience with corporate environments and work cultures. Strong organizational, teamwork, and interpersonal skills are required. Must be detail-oriented and able to understand complex material, work with confidential information, and prioritize tasks. Must be able to take initiative and follow through on tasks independently. Must be willing to work sometimes outside of normal hours for events and special initiative missions. KEY RESPONSIBILITIES & ACCOUNTABILITIES Manage the Director's activities and calendar (35%) Manages and coordinates the high volume of demands for the Director's time by prioritizing requests and exercising significant independent judgment to identify and resolve potential conflicts. Participates in and tracks progress on projects, tasks, and reporting obligations. Draft, edit, and distribute correspondence, agendas, or other materials as needed. Anticipates the Director's needs by coordinating with the Director of Executive Operations and Special Projects to provide necessary back-up and research materials in a timely way, ensuring the Director is well-prepared for all meetings, events, and speaking engagements. Makes travel arrangements, prepares itineraries and event information. Processes and tracks travel/expense vouchers and maintains expense files. Reviews, revises, and summarizes correspondence, mail, and briefs for the Institute Director. Drafts accurate and well-formatted, graphically attractive emails, memos, and letters for the Founding Director when appropriate. Communicates on behalf of the Director with external constituencies within Northeastern University and with external partners on a wide variety of administrative matters. Answers the Director's office phone and triages calls and requests as necessary. Research and Marketing activities for Director and Director of Executive Operations and Special Projects (35%) Conducts research and prepares reports in anticipation of the Director's needs. Provides assistance for special projects and engagements where the Director serves in a chair/leadership role (Academic, Government, or Industry). Prepares background briefing materials for corporate or research partners with which the Director may be meeting. Provides administrative support with dual teaching appointments and multi-college research activities, and authorship of academic and popular press books. Carries out other duties as assigned by the Director or that may come up as GRI continues to grow in research and personnel. Special projects as Assigned (30%) Works with ITS Support to ensure all technology needs for the Director and Director of Operations and Special Projects are up to date. Supports the Office Manager and works alongside the Operations Assistants to support all Boston campus events (lectures, special visits, launch, etc.). Books all travel for the Director and manages expense reports (Concur). Additional Information: This is a fixed-term appointment, with the possibility of renewal based on continuing external funding. 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 here 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 here . To apply, visit here . #J-18808-Ljbffr