As a key member of the Dean’s Office team, the Executive Assistant (EA) provides traditional executive assistant support to the Dean. Under limited supervision, and using a high degree of independent judgment, 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 serves as a steward of the law school, helping to promote the goals of Office the Dean and the law school as a whole. The EA must be flexible, willing to adapt to change and take on projects and tasks outside the traditional EA role.
*Note: Not all aspects of the job are covered by this job description.
Manages the Dean’s complex calendar and determines priorities applying a high degree of independent judgment and discretion.
Anticipates the needs of the Dean and pre-plans/prepares accordingly.
Receives and reviews incoming requests and prioritizes them according to significance and urgency.
Effectively handles highly sensitive and highly confidential information using tact, diplomacy, and exemplary judgment.
Initiates regular conversations and meetings with law school leadership and key individuals within the university to gain appropriate knowledge of departments and activities to better understand prioritization of the Dean’s schedule and overall law school/university activities.
Develops and implements best practices to ensure effective organization of information, file management, and scheduling requests. Provides recommendations for ongoing improvements and enhancements to increase productivity and create efficiencies.
Prepares and coordinates communications on behalf of the Dean, drafting and editing documents maintaining high standards of quality and accuracy.
Coordinates and staffs a variety of meetings/events as they relate to the Dean and the law school, including managing logistics, preparing and distributing meeting agendas and materials, taking meeting minutes, managing attendee lists, and coordinating room reservations and/or catering needs.
Coordinates complex travel arrangements as necessary.
Independently establishes and maintains responsive administrative procedures to ensure timely, correct completion of office projects, expense approvals, and correspondence. Ensures procedures and policies are adhered to consistently.
Serves as point of contact for guests creating a welcoming and hospitable environment.
Works collaboratively with Dean’s Office team to provide staffing support to the Office of the Dean, including office, phone, and email coverage, in coordination with the Administrative Assistant.
Supports or manages special projects, as needed.
Minimum Requirements: (Skills, knowledge, and abilities.)
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, including proofreading
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: 37617
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.