As a partner to the Dean, the Executive Assistant (EA) provides traditional executive assistant support and is a member of the Dean’s Office team. Under limited supervision, and using a high degree of independent judgement, the EA manages daily operations for the Dean. The EA will interact with the Northwestern executives on a regular basis, and exercise discretion in the coordination of sensitive and confidential information and materials. Working collaboratively with other law school staff and faculty, the EA will prioritize time allocation for the Dean. The EA represents the office of the Dean, as appropriate, to facilitate and or promote department goals.
Please note: Not all aspects of the job are covered by this job description.
Manages and oversees the daily operations of the office of the Dean primarily in the areas of processing invoices, purchasing, 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 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).
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.
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.
Performs other duties as assigned.
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 advanced proficiency with the Microsoft Office Suite of products.
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.
Proven ability to take initiative and make sound decisions without direction.
Familiarity with Northwestern systems (e.g. NU Financials) strongly preferred.
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: 35075
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.