Suffolk University is seeking qualified candidates to consider for the Administrative Assistant, General Counsel's Office. Under the direction of the University's General Counsel, this role provides secretarial and administrative support to the Board of Trustees. Also provides secretarial and administrative support to the Office of the President and Office of the Provost in connection with ongoing administrative needs and/or special assignments.
% of Time
Board communications: Assist in preparation of materials for meetings of the Board, Board committees and similar governance operations. Draft and, upon approval, distribute timely announcements and board books for meetings of the Board of Trustees and committees of the Board in accordance with the timelines established by the Board's by-laws. As directed, draft and distribute other Board communications. As directed, configure and use the University-selected board software system to communicate.
Board meeting preparations: Maintain calendars for meetings of the Board, Board committees and similar governance operations. Arrange logistics for meetings and other events of the Board of Trustees and committees of the Board, including scheduling space, audiovisual equipment and refreshments. Ensure everything is in place before each meeting. Attend all meetings of the Board and, as directed, meetings of Board committees for the purpose of providing support as needed. As directed, configure and use University-selected board software system for meeting preparations, including the creation of electronic board books and placement of relevant content and files (MS Word, PowerPoint, etc.).
Board records: Take comprehensive notes of meetings of the Board and, as directed, Board committees; record attendance and all votes. Prepare draft minutes for review by the General Counsel and/or other senior staff person supporting the Board or specific committee. Organize and catalog/archive all Board documents within the board software system and/or other university systems in accordance with University Archives standards and Board By-Laws. Working with relevant University offices, maintain information current on Board web page.
Other events: Provide support for Trustee attendance at University events; attend such events as required.
Provide various administrative support functions to President and Provost as directed by the General Counsel or the Executive Assistant in the President's office
Excellent writing, grammar, and numeracy, typically acquired through attainment of a bachelor's degree.
Excellent interpersonal and verbal communication skills.
Ability to deal with confidential and sensitive material/information in a professional manner and handle information with discretion and sound judgment.
Demonstrated ability to work independently.
Superior organizational, analytical and problem solving skills, and attention to detail.
Demonstrated proficiency with MS Office suite of products, particularly Word, Excel and PowerPoint.
Demonstrate capabilities to learn and configure new software and technology systems to enhance communications in support of board's operations.
Ability to work occasional evenings and weekends with appropriate notice.
Desired personal attributes include positive attitude, good communication skills and diligence.
5 – 7 years of closely related experience.
Working at Suffolk
Suffolk University is a private, comprehensive, urban university located in the heart of downtown Boston. Since 1906, Suffolk has been committed to creating an exceptional learning experience. Our college green is the Boston Common. We are steps from dozens of historic sites including the Old State House, Faneuil Hall, and the Massachusetts State House. We have no real boundaries to our campus—Boston and Suffolk blend together. Suffolk is an equal opportunity employer committed to a diverse community.
We compete for the best talent. We are an equal opportunity employer committed to a diverse community. We are actively seeking applicants from groups that might be under-represented because of race/color, gender, religion, real or perceived disability, national origin or LGBTQ status. As part of our commitment, we encourage you to complete the demographic portion of the application in addition to submitting your cover letter and resume/CV as it will assist us in targeting our recruitment efforts. Please note that Suffolk University conducts background checks as a condition of employment.
We are also committed to the well-being of our employees. Our terrific benefits package for benefits-eligible positions include, but are not limited to:
Generous paid time-off programs and commitment to work-life balance
A 9% retirement contribution match when eligibility guidelines have been met
Tuition free course benefits in the College of Arts and Sciences and in the Sawyer Business School for employees with additional tuition benefits for spouses, domestic partners, and children
Top-notch well-being care available through Harvard Pilgrim Medical/Delta Dental and a Flexible Spending Account
Pre-tax commuter benefit
Employee Assistance Program that provides employees and their family members with initial assessment, referrals and short-term counseling for personal and work challenges
Located right in the heart of downtown Boston, Suffolk University gives its students unparalleled access to the city and all it offers.Our college green is the Boston Common. We are steps from dozens of historic sites like the Old State House, Faneuil Hall, and the Massachusetts State House. We have no real boundaries to our campus?Boston and Suffolk blend together. That means our students have in...credible access to a wealth of opportunities, whether it?s museums and restaurants or internships and co-ops.At the same time, we also take pride in being a personal, student-centered school, where faculty and administrators know students by name. We take the time to recognize each student?s promise, figure out what makes him or her tick, and build important mentoring relationships.As we have done since our founding, we strive for one thing at Suffolk: give students the tools they need to be successful, smart, and satisfied at whatever they choose to do.