Executive Assistant

About the Opportunity

Job Summary:

This position provides executive level support for the Director of the Burnes Center for Social Change and senior staff. Responsible for managing administrative needs to ensure that their time is effectively allocated and that they have the information/materials needed to advance the priorities of the office. The Executive Assistant provides a comprehensive range of support services to ensure the overall efficiency and effectiveness of the Center in a high level and fast-paced environment. The position requires excellent skills in organization, communication, multi-tasking and timely completion of work products.

About the Center:

The Burnes Center advances real-world impact by teaching individuals and institutions in over a hundred countries the skills needed to design and implement innovative and equitable solutions to our hardest problems. In addition, the Burnes Center engages in high-impact projects designed to mitigate climate change, address inequities in education, promote worker power and economic justice, strengthen participatory democracy and advance racial justice. All of this work is done in close collaboration with faculty partners at our home base at Northeastern University along with community, philanthropic and government leaders. In the process, we are building a new field of social impact that leverages data, technology and community wisdom and the power of institutions to enable practical, systems-level change.

Key Responsibilities:
Manage the Center’s Activities and Calendars

This is an exciting opportunity to work with an extraordinary and passionate group of leaders committed to social justice, equity and inclusion. It is also a unique chance to gain professional and operational experience in a fast-paced environment. The successful candidate will: provide office management and administrative support, as well as helping to create continuous learning by maintaining systems for organizing the Center’s information and outputs. Manage Director’s calendar and coordinate high level meetings. Communicate with internal and external stakeholders on behalf of the Center and the Director.  Manage high volume of demands for the Director’s time by resolving potential conflicts. Prepare agendas and meeting notes in a timely manner to ensure Director and senior staff are well-prepared for all meetings, events, and speaking engagements. Monitor and advance progress on key initiatives managed by the Director and Center teams. Anticipate upcoming events and required preparation. Must be able to balance, prioritize, and multi-task effectively the multiple projects and deadlines of the Center’s portfolio. Attention to detail must be a priority.

Event Management

The Center works with a wide array of constituencies, including community activists and leaders, Northeastern faculty and students and visitors from around the world to advance our agenda for social change and social justice. We regularly teach in-person and online classes designed to help mission-driven leaders advance their social impact projects from idea to implementation. The ideal candidate will have experience organizing and managing online and offline events, such as lectures, classes, symposia, conferences and meetings.

Travel Coordination

Make travel arrangements, prepare itinerary and event information for the Director and senior staff. Conduct necessary research to prepare the Director for events or meetings. Process and track travel reimbursements; reconcile travel and office expenditures. Support development of presentations and documents related to travel.

Support Financial Management

Prepare financial transactions for the Director’s approval (reimbursements, purchase cards, journal vouchers) to ensure that they have been properly completed and are in compliance with university policies. As directed, prepare requisitions, and prepare and submit documentation for payment of Center invoices.

Office Management

Provide administrative oversight and operational supervision for offices/office space as requested. Coordinate with other Centers and teams working in our building to ensure a harmonious and productive office culture. Develop team-building policies, practices and procedures as well as organize internal events. Help to coordinate onboarding of new staff, including student workers.
 

Qualifications

Bachelor’s degree required; masters preferred. Minimum of 5 years of senior administrative experience required, preferably in higher education or executive setting, and preferably including operations support. Experience managing staff and a self-motivated worker who can anticipate problems and demonstrate significant independent judgment. Detail oriented; high-level attention to accuracy and completeness required. Excellent verbal and written communication s