Executive Assistant

The Executive Assistant will report to the Director of Research to provide support to the Institute's research teams. Responsibilities will include meeting planning and scheduling, project coordination and documentation, note-taking, and other administrative responsibilities as assigned.

Date posted:
September 8, 2022
Schedule:
Full-time
Location:
Boston, MA (Main Campus)
Job code:
R108810
Full Job Description

About the Opportunity

Do you want to be part of an exciting new Institute focused on the fusion of human and machine intelligence into working AI solutions?

We are launching a pioneering research and innovation hub in AI—one that will shape the way humans and machines collaborate. Led by Dr. Usama Fayyad, the Institute for Experiential AI (EAI) is built around the challenges and opportunities made possible by human-machine collaboration. The institute provides a framework to design, implement, and scale AI-driven technologies in ways that make a true difference to society. Our ability to respond to the opportunities afforded to society will depend on training and building a workforce that is AI-capable.   Located in Portland, Maine, with the goal of growing the Maine tech economy, the Roux Institute will be a center of activity for the Institute’s efforts.

Founded in 1898, Northeastern is a global research university and the recognized leader in experience-driven lifelong learning. Our world-renowned experiential approach empowers our students, faculty, alumni, and partners to create impact far beyond the confines of discipline, degree, and campus.

 

The Culture

Here at the Institute for Experiential AI (EAI) we are committed to the highest standards in all that we do.  Working at the Institute for Experiential AI offers opportunities, an environment, a culture that just aren’t found together anywhere else. This is the right place for you if you’re curious, motivated by the future of technology and want to be part of a unique community that works on high-impact business and societal problems. 

 

Position Summary

The Executive Assistant will report to the Director of Research to provide support to the Institute’s research teams. Responsibilities will include meeting planning and scheduling, project coordination and documentation, note-taking, and other administrative responsibilities as assigned.

 

Qualifications

  • A Bachelor's degree (or equivalent)

  • A minimum of five to six years of experience working in a professional office setting

  • An ability to work well in a complex and fast-paced environment

  • Excellent time-management skills and proactivity

  • Prior experience with a variety of administrative duties, including scheduling, note-taking, and project management

  • An ability to troubleshoot and problem-solve in response to challenges

  • Strong organizational skills, including the capacity to manage multiple calendars and projects

  • Excellent interpersonal skills

  • An ability to handle confidential information discreetly

  • Expertise with Microsoft 365, including Outlook and Teams

 

Values & Abilities:

  • Excellent written and verbal communication skills and ability to communicate effectively with academia and industry

  • Comfortable in speaking up and navigating complex internal processes and structures

  • Entrepreneurial mindset, self-starter and innovative thinker while at the same time being able to navigate multi-layered channels within the University and working across multiple teams

  • Team-player who can collaborative effectively across many teams within the University

  • Open-minded and assertive when collaborating and working within our team and with other groups within Northeastern University.  Must be able to speak up in both academic and industry conversations

 

Key Responsibilities:

The Executive Assistant will be responsible for a wide variety of administrative tasks, including: 

  • Managing calendars for the research team, coordinating the logistics for meetings, preparing meeting agendas, and handling any special needs. 

  • Support hiring needs, including the candidates talks and their interviews, in close coordination with our HR associate.

  • Coordinate EAI research seminars and other special events, handling space reservations and catering needs.

  • Preparing draft materials and proofreading/editing emails, documents, presentations, and reports

  • Participating in meetings, as required, to record minutes and document any follow-up tasks 

  • In addition, the Executive Assistant will serve in a project coordination role and be responsible for tracking deliverables and ensuring that deadlines are met

  • The Executive Assistant will function as a liaison for the research team and as a primary contact for inquiries from both internal and external stakeholders

  • The Executive Assistant will help with additional duties and assist in special projects as needed and assigned

 

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.