The Weinberg College of Arts and Sciences is reimagining traditional arts and sciences education in ways that prepare our students for success in an ever-changing, complex world. The College is the most comprehensive of Northwestern’s 12 schools, offering 47 majors to approximately 4,300 undergraduate students. Our goal is to develop in students a Northwestern Mindset – a flexible, adaptable view of the world that seeks to understand the pressing issues of today and transform them into the promising new opportunities of tomorrow. Staff who work in the College think creatively, work collaboratively, and are dedicated to building a strong community.
The hallmark of our distinctive educational model is diversity in all of its manifestations. We are committed to maintaining and enhancing the breadth and depth of our course offerings and to ensuring the intellectual and experiential diversity of our faculty and students. In short, we believe that diversity is an essential value that lies at the heart of our community and one that needs to be actively encouraged and pursued.
As a key partner to the Dean of the Weinberg College of Arts and Sciences and the Chief of Staff, the Executive Assistant will provide administrative, complex and confidential support. This position involves the seamless execution of the following (but is not limited to): daily and event briefings to maximize productivity, correspondence management, project management and research for strategic initiatives, front-to-back-end travel coordination, and master calendar management. Superior written and verbal communication skills required. This position expertly and confidently manages both internal and external executive relationships with a high degree of confidentiality.
Note: Occasional attendance at special events outside normal business hours (8:00am to 5:00pm) may be required.
Anticipates the needs of the Dean and pre-plans/prepares in advance of expressed need(s).
Manages daily workflow for the Dean’s Office by developing appropriate systems, processes, and quality control to ensure that the Dean and meeting participants are prepared with appropriate background information and briefings.
Manages the coordination of any briefing documents for external engagements or speaking opportunities on behalf of the Dean and senior leadership team.
Working in partnership with the Dean and the executive director for strategic initiatives, ensures that schedules and workload are aligned with the strategic priorities of the school, and demonstrates ability to review and prioritize work with a sensitivity to the demands of an executive office and takes appropriate action without advance approval.
Provides outstanding project management, tracking assignments and required correspondence with both internal and external contacts, including drafting complex and professional documents and correspondence in response to e-mails, managing and participating on the projects, developing complex reports, and coordinating activities that map to the strategic priorities of the office, while maintaining a high degree of confidentiality.
Manages and executes Dean’s schedules including the management of
proactive invitations, changes and cancellations
Represents the Dean’s office to all external parties with professionalism, confidence, and a high degree of service while accurately representing policies, procedures and preferences of Weinberg College and works collaboratively with other administrators and support staff throughout the University.
Manages the Dean’s public email account and mail and drafts letters and emails for Dean’s review. Answers the Dean’s Office main phone and screens all calls for the Dean.
Prepares the Dean’s expense reports.
Strategic Initiative and Process Support:
Working with Dean and Chief of Staff, supports key processes and project initiatives and achievement of Dean’s short and longer-term goals. This may include processing of endowed chairs, nomination and appointment of department chairs and program directors, and other appointments made by the Dean.
Conducts research and compiles information to assist with decision-making.
Independently creates documents, spreadsheets, and reports.
Organizes programs, events, meetings, and/or conferences by arranging facilities and caterers, issuing and tracking invitations, coordinating speakers, and tracking budget, including Weinberg College Convocation, faculty meetings, Council of Chairs and Directors, Dean’s Office special events and retreats.
Prepares agendas, notices, and minutes and staffs meetings and events when needed.
Performs other duties as assigned.
Bachelor's degree or related experience required.
At least four years of administrative support experience in a fast-paced environment required.
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.
Minimum Competencies: (Skills, knowledge, and abilities.)
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: 36785
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.