Job Summary: As a partner to the Dean of the Medill School of Journalism, Media, Integrated Marketing Communications, the Executive Assistant (EA) provides traditional executive assistant support and is a member of the Medill Dean’s Office. Under limited supervision, and using a high degree of independent judgement, the EA manages daily operations for the Dean of Medill. 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 Medill staff, the EA will prioritize time allocation for the Dean of Medill. The EA represents the office of the Medill Dean, as appropriate, to facilitate and or promote department goals.
Manages and oversees the daily operations of the office of the Medill Dean primarily in the areas of processing invoices, purchasing, reviewing and processing expense reports for signature, and maintaining the physical office space. Ensures that program/project mission, values, guidelines, policies & procedures are implemented & maintained
Identifies areas for service improvement opportunities within the Dean’s Office to better enable Medill to achieve its goals and objectives. Proactively engaging with technology to ease administrative burdens, improve timeliness of transactions and streamline processes
Applies a high degree of independent judgment and discretion to manage the Medill Dean’s complex calendar and decide on priorities to ensure effective use of the Dean’s time
Manages the Dean’s Office’s calendar and email account, serving as the primary correspondent for all requests and prioritizes them as needed
Proactively anticipates the needs of the Dean of Medill and pre-plans/prepares in advance of expressed need(s)
Receives and reviews incoming requests and prioritizes them according to significance and urgency
Provides additional support to the Dean’s senior staff
Provides support for Medill’s diversity, equity, and inclusion initiatives
Effectively handles highly sensitive, and often highly confidential, information using tact, diplomacy and exemplary judgment
Coordinates a variety of meetings, committees, events or team building activities, which may include managing logistics, distributing meeting materials, taking meeting minutes, managing attendee lists/name tags, and coordinating room reservations and/or catering needs
Coordinates complex travel arrangements as necessary for the Dean, Dean’s Office, incoming visitors and occasional faculty travel
Exceeds expectations in collaboratively and positively engaging with other administrators and support staff throughout the Department’s and University Effectively, professionally and strategically communicates via phone, in person and email ensuring that communications are completed accurately and delivered with quality, civility and in a timely manner on behalf of the Dean of Medill
Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies, serving as an ambassador for the Medill Dean’s Office
Serves as the initial point of contact for guests creating a welcoming and hospitable environment
Supports or project manages special projects, as needed
Collaborates with colleagues across the school to help advance Medill’s strategic goals and improve the educational experience for our students
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
Previous experience in marketing, public relations, or a related field strongly preferred
Experience with PC and Mac products preferred
Demonstrated advanced proficiency with the Microsoft Office Suite of products, particularly PowerPoint
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
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: 39255
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.