Department: Graduate School Administration Salary/Grade: EXS/7
Job Summary: As a partner to the Dean of The Graduate School and Associate Provost for Graduate Education, the Executive Assistant (EA) provides traditional executive assistant support and is a member of the school’s Dean’s Office team. This individual reports directly to the Dean And Associate Provost, and under limited supervision and with a high degree of independent judgement, coordinates and executes essential functions including but not limited to: leading and managing special projects, supporting and tracking action items, managing daily operations for the Dean, liaising with staff members in The Graduate School (TGS), as well as planning and executing the Dean and Associate Provost’s travel. The EA works in partnership with the Chief of Staff to facilitate resolution of office and personnel matters on behalf of the Dean and Associate Provost. The EA has an in-depth understanding of policies, processes, and programs at Northwestern and TGS. This individual builds and maintains professional, efficient, and knowledgeable interactions with all constituencies and collaborates with all TGS units to ensure timely workflow, while keeping the Dean and Associate Provost apprised of information in addition to monitoring critical phases on projects and initiatives. The EA serves as a liaison between Northwestern executives, faculty, and staff on a regular basis, and exercises discretion in the coordination of sensitive and confidential information and materials. The EA represents the office of the Dean, as appropriate, to facilitate and or promote school goals.
Provides high-level operational, project, and executive administrative support to the Dean and Associate Provost, including leading special projects and complex initiatives
Partners with the Chief of Staff to support the daily operations of the dean’s office in a confidential manner
Applies a high degree of independent judgment and discretion to manage the Dean’s complex calendar and decide on priorities to ensure effective use of the Dean’s time
Anticipates the needs of the Dean and pre-plans/prepares in advance of expressed need(s), including providing context and background on issues
Receives and reviews incoming requests and prioritizes them according to significance and urgency
Effectively handles multiple responsibilities, including highly sensitive, and often highly confidential, information using tact, diplomacy and exemplary judgment
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.
Ensures the Dean and Associate Provost is prepared for meetings and other events by gathering relevant data, meeting materials, and other pertinent information
Monitors and maintains the dean’s discretionary budget, approves purchases, and reconciles transactions.
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, facilitating prompt communication with stakeholders in response to emergent or sensitive issues
Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies
Supports or project manages special projects, as needed
Performs other duties as assigned.
Minimum Qualifications: 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 Experience in managing projects required. Demonstrated advanced proficiency with the Microsoft Office Suite of products Familiarity with Northwestern systems (e.g. NU Financials) strongly preferred Demonstrated excellent oral and written communication skills Ability to demonstrate a calm, courteous and professional demeanor under pressure when working with a variety of situations and/or people High degree of professionalism required, including the ability to work with individuals at all levels of the University Ability to handle confidential information with the utmost discretion Proven ability to take initiative and make sound decisions without direction
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 39517
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.