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Executive Assistant to the COO/EVP, North America

Hempstead, NY
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Company Background

INTO University Partnerships collaborates with leading universities to provide international students with a personalized and highly supportive learning environment in which to acclimate to life on a US university campus and prepare for long-term academic success. Since 2006, INTO has launched partnerships to internationalize 20 universities in the US, UK and Asia, including Oregon State University, University of South Florida, George Mason University, Drew University, Saint Louis University, University of Alabama at Birmingham, Suffolk University and Hofstra University. 


Job Overview

INTO University Partnerships North America seeks a flexible, proactive, resourceful and efficient Executive Assistant to support and coordinate various tasks in its San Diego-based North American Headquarters. This is a wonderful opportunity to work with a dynamic, growing company, and contribute in a key position. 

The Administrative Assistant will be responsible for providing support to the following:

  • INTO senior management
  • Employees and managers located at INTO’s JV centers at universities
  • Vendors, applicants and other external audiences
 Reporting Line

This position reports to the Group Chief Operating Officer and EVP, INTO North America.


Key Responsibilities

This is a valued role in a growing, dynamic organization, so the responsibilities of the position may change over time but will include the following:

  • Organize office operations and procedures, including purchasing and facilities management.
  • Prepare and edit correspondence, communications, presentations and other documents.
  • Make national and international travel arrangements for various members of the North America team.
  • Meeting preparation and event planning for local and domestic events in North America. 
  • Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings. 
  • Assist in organizing board meetings for all joint ventures, including correspondence with universities.
  • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner. 
  • Provide general administrative support as needed. Secure travel arrangements (air, ground and hotel) - coordination with travel agency may be required.
  • Arrange and coordinate logistics for meetings with senior leadership at colleges and universities across North America (coordination by phone and email with senior administrators and their support staff will be required)
  • Assist with preparation of monthly expense reports
  • Draft written correspondence
  • Create and maintain shared calendar of events 
  • Create and maintain SharePoint site for management documents and other materials
  • Work with colleagues to coordinate the production of meeting agendas and accompanying materials
  • Attend, participate in, record and distribute minutes for key meetings (some travel will be required to attend key meetings)
  • Other duties as assigned.


Qualifications & Experience 

  • Associate of Arts (AA) degree required; Bachelor's Degree preferred
  • 5+ years’ experience in administrative/ facilities office support
  • Must be professional, outgoing, positive, customer service focused and have the ability to quickly build relationships with senior management, employees and vendors
  • Must possess excellent communication skills, both oral and written
  • Ability to make presentations to groups as appropriate
  • Excellent computer and electronic communication literacy. 
  • High level of proficiency in MS Office, including Word, Excel, SharePoint, PowerPoint and Outlook. Experience using ADP and Workday a plus
  • Familiarity with online survey & scheduling programs such as Survey Monkey and Doodle
  • Ability to use discretion, confidentiality and good judgment
  • Highly organized self-starter with the ability to multi-task projects and work independently with little supervision
  • Ability to prioritize, meet deadlines and work under pressure with a high level of emotional maturity
  • Experience assisting management with the creation of presentations and meeting materials 
  • Ability to help management team stay on task with action items
  • Strong attention to detail and a high level of accuracy
  • Demonstrated ability to work in a highly collaborative, team-oriented environment
  • Must be able to lift and carry boxes and equipment components up to 25 lbs


Compensation & Benefits 

This is a full time regular, exempt position with comprehensive benefit package. Salary is negotiable depending on experience.    

INTO takes care of their employees and ensures they are well and thrive with a comprehensive benefits package which includes:

  • Health Benefits
    • Medical
    • Dental
    • Vision
    • Life insurance
    • Short and Long-term Disability
    • Flexible Spending Accounts
  • Generous paid time off (PTO) – starting at 22 days/annually 
  • 11 paid holidays annually
  • Paid Volunteer days
  • 401(k) retirement plan – up to a 6% company match
  • Educational assistance
  • Wellness rewards and programs
  • Two robust employee assistance programs
  • LinkedIn Learning/ professional development 
  • Campus/ university perks & events 



This position is based remotely, with a preference for candidates being in proximity to one of our East Coast Centers for occasional meetings and events on-site, with up to 5% travel.  Must be available to work East Coast business hours. 

  • INTO University of South Florida (Tampa, Florida)
  • INTO Drew University (Madison, New Jersey)
  • INTO George Mason University (Fairfax, VA)
  • INTO Hofstra (Hempstead, New York)
  • INTO Suffolk University (Boston, MA)


How to Apply

Please click Apply at the top of the page to submit your Resume/ CV. 


INTO University Partnerships provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. INTO University Partnerships complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.





Hempstead, NY



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