Summary: As a key partner to the Senior Vice President (SVP) for Business and Finance, the Executive Assistant will provide administrative, complex and confidential support. S/he will be responsible for support services, budget management, presentation/ document creation, information dissemination, purchasing, and other administrative duties. This position is responsible for a wide range of tasks, including traditional executive assistant functions, planning and execution of various projects requiring planning/organizing expertise, professional writing skills and good judgment. This position requires someone with initiative and a can-do/will do attitude who can work well with others both within Business and Finance and across the University.
Maintains the SVP’s calendar, exercising considerable discretion and judgment as to priorities and effective use of the SVP’s time
Organizes and provides quality control for materials needed for University meetings and/or committees of the Board of Trustees staffed by the SVP and/or his/her designee
Anticipates the needs of the SVP for Business and Finance and pre-plans/prepares in advance of expressed need(s)
Manages the office budget
Works collaboratively with other administrators and support staff throughout the University
Demonstrates ability to review and prioritize work with a sensitivity to the demands of an executive office and takes appropriate action without advance approval
Effectively handles highly sensitive, and often highly confidential, information using tact, diplomacy and exemplary judgment
Ensures that the SVP for Business and Finance is prepared at all times with meeting materials and presentations, pertinent information, data, and/or agendas/itineraries
Manages the daily operations for the SVP, primarily in the areas of processing additional pay requests & invoices, purchasing, reviewing and processing expense reports for signature, and maintaining the physical office space
Coordinates meeting/event logistics, meeting materials, distribution list management, room reservations and catering needs
Builds and maintains professional, efficient, and knowledgeable interactions with all stakeholders
Coordinates communications from the SVP for Business and Finance, represents the executive to internal and external stakeholders as necessary
Coordinates travel arrangements as necessary
Relieves executive of as much administrative detail as possible by efficiently and independently performing all duties as required/requested.
Bachelor's degree or related experience required
At least four years of administrative support experience in a fast-paced environment required
Experience managing and reporting on budgets preferred
Previous experience in higher education preferred
Previous executive level support experience and project management skills required
Superior computer skills with PC platform, Microsoft Office Suite, and Adobe Acrobat required
Ability to work non-traditional work-hours in order to meet deadlines is required.
Ability to demonstrate a calm, courteous and professional demeanor under pressure when working with a variety of situations and/or people
Ability to handle public contacts with courtesy, maturity, and diplomacy is a required, essential function of the role
Must be able to smoothly handle competing priorities, a heavy workload, complex problems and tight deadlines
Ability to use sound judgment and have excellent problem-solving skills
Excellent organizational skills, ability to maintain electronic and paper files and extreme attention to detail required
Considerable skill in working both independently and as a team member required
Excellent communication and interpersonal skills required
Ability to interact effectively with other University staff, University officers, trustees and affiliated vendors required
Ability to handle public contacts with courtesy, maturity, and diplomacy required
Ability to coordinate and maintain multiple tasks simultaneously and to deliver responses and results within established time frames required
Ability to use good judgment, maintain confidentiality and handle sensitive issues with tact and diplomacy required
Ability and willingness to work non-traditional work hours in order to meet deadlines as necessary.
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: 34694
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.