Executive Assistant - NanoSi

Job Summary

The NanoSystems Innovation Institute at Northeastern University is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Institute Director. This role involves managing administrative tasks, facilitating communication, and contributing to the overall efficiency of the institute's operations.

Minimum Qualifications

• Bachelor's degree or equivalent experience.
• Proven experience as an executive assistant or in a similar administrative role.
• Strong organizational and multitasking skills with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint). Proven ability to learn new technological resources as needed.
• Ability to handle confidential information with discretion.
• Demonstrated ability to work effectively in a fast-paced and dynamic environment.
• Strong writing, editing, proofreading skills, attention to detail, and follow-through skills are essential, as well as flexibility, a positive attitude, and the ability to work efficiently in a busy environment.
• Familiarity with university systems and procedures is advantageous.

Job Duties

Administrative Support (60%)

• Manage the Director's calendar, schedule appointments, and coordinate meetings, ensuring optimal use of time and resources.
• Handle correspondence, emails, and phone calls on behalf of the Director, providing timely and professional responses.
• Prepare documents, reports, and presentations, ensuring accuracy and consistency.

Communication and Coordination (20%)

• Act as a liaison between the Director and internal and external stakeholders, maintaining positive and professional relationships.
• Assist in drafting and proofreading communications, including emails, memos, and reports.
• Coordinate communication and information flow within the institute, ensuring timely dissemination of key updates.

Documentation and Reporting (10%)

• Maintain accurate records of meetings, communications, and administrative activities.
• Prepare reports and presentations as requested by the Director, summarizing key information and data.

Meeting and Event Coordination (5%)

• Coordinate logistics for meetings, workshops, and events attended or hosted by the Director.
• Prepare meeting agendas, take minutes, and follow up on action items as needed.
• Assist in coordinating travel arrangements for the Director and visitors.

Financial and Resource Management (5%)

• Assist in managing budgetary and financial matters, including tracking expenses and processing financial documents.
• Collaborate with relevant departments to ensure the availability of resources for the institute's activities.

Position Type: Temporary

Pay Rate: 29.00