Department: IT Office of Vice President
Salary/Grade: EXS/7
Job Summary:
As a partner to the Vice President, the Executive Assistant (EA) provides traditional executive assistant support and is a member of the Vice President’s Office team. Under limited supervision, and using a high degree of independent judgment, the EA manages daily operations for the Vice President. The EA will coordinate the Vice President’s schedule and interactions with guests and callers, communicate with central offices, interact with the Northwestern administrators and their staff on a regular basis, and exercise discretion in the coordination of sensitive and confidential information and materials. Working collaboratively with other unit staff, the EA will prioritize and maintain the scheduling for the Vice President. The EA coordinates the Vice President’s travel. The EA also provides general support for several Associate Vice Presidents in the office.
*Note: Not all aspects of the job are covered by this job description.
Specific Responsibilities :
• Manages and oversees the daily operations of the office primarily in the areas of reviewing and processing expense reports for signature, and maintaining the physical office space
• Applies a high degree of independent judgment and discretion to manage the Vice President’s complex calendar and decide on priorities to ensure effective use of the Vice President’s time
• Anticipates the needs of the Vice President and pre-plans/prepares in advance of expressed need(s)
• Receives and reviews incoming requests and prioritizes them according to significance and urgency
• Effectively handles highly sensitive, and often highly confidential, information using tact, diplomacy and exemplary judgment
• Prepares confidential letters and materials for faculty hiring and promotion processes.
• Coordinates a variety of meetings, events or team building activities, which may include managing logistics, distributing meeting materials, taking meeting minutes, managing attendee lists, and coordinating room reservations and/or catering needs
• Coordinates complex travel arrangements as necessary
• Works collaboratively with other administrators and support staff throughout the University
• Coordinates communications and follows up on behalf of the Dean
• Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies
• Serves as the initial point of contact for guests creating a welcoming and hospitable environment
• Supports or project manages special projects, as needed
Minimum Competencies: (Skills, knowledge, and abilities.)
• Bachelor’s degree or the equivalent combination of education, training and experience from which comparable knowledge and skills can be acquired
• Four or more years of executive administrative support experience, with prior experience in support of a senior leader in a similar role
• Demonstrated excellent oral and written communication skills
• Demonstrated advanced proficiency with the Microsoft Office Suite of products, particularly PowerPoint
• Familiarity with Northwestern systems (e.g. NU Financials) strongly preferred
• Ability to demonstrate a calm, courteous and professional demeanor under pressure when working with a variety of situations and/or people
• Proven ability to take initiative and make sound decisions without direction
Target hiring range for this position will be between $62,000 -$73,000 per year. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.
Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.
Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.
Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.
Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.