Executive Coordinator

Title : Executive Coordinator

Duration : 08 months

Location : Cambridge, MA 02138

Job id : HUJP00010286

Pay Rate : $40 on W2/ hr

Work Schedule: 40 hours/week • Location: 100% onsite • Duration: 3 months • FLSA Classification: non-exempt Please review additional job details!

Reporting to the Chief of Staff to the Vice President and Chief Information Officer (VP/CIO), and a member of the HUIT Administration team that provides executive support to HUIT leaders. We seek an energetic, flexible, and independent worker with a propensity toward highly varied administrative work. The Executive Coordinator to the VP/CIO will anticipate the daily needs of the VP/CIO and help advance their agenda.

Position Description

Scheduling and Briefings:

Manages the calendar; schedules and coordinates appointments, calls, and complex meetings for the VP/CIO. The Executive Coordinator to the VP/CIO makes appropriate preparations based on the day’s agenda, including materials and briefings. Takes initiative; identifies gaps or needs and reaches out to a variety of HUIT and University constituents in collecting materials. Redirects or responds to requests that can be solved without the VP/CIO’s intervention.

Event Coordination and Planning:

Assists with the organization of events, including HUIT Town Halls, and other collaborative functions, as required. Responsible for managing logistics affecting the VP related to these events. Helps to coordinate conferences, speaking engagements and committee work for the VP/CIO. Coordinates VP/CIO’s participation in seminars and professional development activities.

General Communications:

The Executive Coordinator to the VP/CIO may draft and edit documents, prepare reports, and create presentations for the VP/CIO, as well as proofread other materials and presentations, as required. Maintains digital assets and repositories relating to committee work.

Administrative and Office Management

Help arrange large, complex meetings for other HUIT colleagues.

Ensure that the administrative functions of the office of the CIO Support Executive Assistant colleagues, including leading on the creation of organization wide processes and best practices.

Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.

Prepare meeting agendas and take meeting minutes.

Ensure that deadlines are met and adapt to changing priorities.

Presents positive and professional image for the organization.

Other duties as assigned

Qualifications

Minimum of 3 years of administrative or related experience working in a dynamic environment.

BA or equivalent experience

Superior organizational

Superior attention to detail.

Very strong proficiency with all MS Office applications as well as in working with various file formats.

Experience with collaboration tools such as Zoom and Slack.

Strong written and verbal communication skills

Ability to learn quickly

Desire to understand the technology and business needs across the organization

Proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities.

Demonstrated ability to work independently and collaboratively.

Demonstrated initiative and resourcefulness.

Excellent self-management and capacity to influence others positively.

The ideal candidate will:

Use significant independent judgment in identifying and resolving potential conflicts and connecting dots.

Work independently with minimal supervision in an environment of multiple and sometimes conflicting priorities.

Anticipate and resolve a wide variety of administrative issues.

Is an administrative and project generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas.

Working Conditions

This is a fully in-person position that is required to work from the office 5 days per week.

This is a 40-hour per week position