Operations Assistant, GRI

About the Opportunity

JOB SUMMARY

The Global Resilience Institute at Northeastern University seeks a dynamic and experienced Operations Assistant to perform a broad variety of activities to facilitate the Chief Operating Officer’s ability to effectively support the Director of the Institute in leading the organization. This includes managing calendars; screening calls; scheduling meetings; preparing agendas; organizing business travel; producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; and composing and preparing correspondence. The Operations Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive, including those of a highly confidential or critical nature. The Operations Assistant will prioritize and determine the appropriate course of action, referral, or response, exercising judgment that aligns with the Institute’s executive style and University policy.

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 collaboratively with others. 
• Skills and knowledge required for this position are typically acquired through the completion of an Associates degree or equivalent plus at least two to four years of relevant experience.  Prior experience supporting high-level executives is preferred.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

Manage the COO’s contacts and calendar (35%)

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Chief Operating Officer including those of a highly confidential or critical nature. 
• Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect the executive’s style and University policy. 
• Make the COO more productive by reading, researching, and routing incoming correspondence and proofreading, editing, and drafting outgoing communications.  
• Manage the COO’s calendar(s), screening calls, scheduling meetings, and organizing business travel both domestically and internationally.  
• Manage the large demands of the COO's time by anticipating and resolving potential conflicts.
• Act as on-boarding resource for staff that reports in to the Chief Operating Officer, helping the new staff members read and understand the organizational culture, guiding them through its different personalities, and serving as a sounding board and confidant.

Support the COO’s interaction with staff and external partners (35%)

• Complete a broad variety of tasks to leverage the COO’s staff, 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 COO is well-prepared for all meetings, events and speaking engagements. 
• Act as the administrative point of contact between the executive and internal and external clients.
• Support all events at the Boston campus working alongside Executive Assistant to Director, Marketing Manager, and Office Manager (i.e., lectures, special visits, launches, trainings, workshops, etc.)

Support Office Operations (30%)

• Support the Chief Operations Officer by maintaining office filing and retrieval systems, and record of meeting discussions. 
• Help maintain office supplies, place orders as required, and ensure office equipment is in proper working order. 
• Assist in implementing office policies and procedures for improved workflow and anticipate future needs as organization evolves.

Additional Information:
This is a fixed term appointment, with the possibility of renewal based off of 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.  

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.