Executive Assistant 3

Department: Office of the Provost
Salary/Grade: EXS/8

The expected salary for this position is between $80,000 -$100,000 per year, in alignment with departmental equity and market data.

Job Summary:

The Executive Assistant 3 (EA3) is a high-level aide to the Provost and is a member of the Office of the Provost team. Under limited supervision and using a high degree of independent judgement and discretion, the EA manages the daily administrative and financial and office operations of the Provost. The EA handles a wide variety of situations and conflicts in order to increase the time the Provost has available for executive level responsibilities and engagements. The incumbent will interact with the President, Deans, Vice Presidents and their staffs on a regular basis and exercise discretion in the coordination of sensitive and confidential information and materials. Working collaboratively with other Provost Office staff, the EA will prioritize time allocation for the Provost.

Represents the Office of the Provost as appropriate to facilitate and/or promote University priorities; oversees travel planning, expense tracking, event planning, and special projects; receives and reviews incoming requests and correspondence to determine significance and the appropriate response; and manages the complex calendar of the Provost.

Serves as the initial point of contact for the Provost and ensuring professional guest services and appropriate presentation of facilities and meeting spaces.

Specific Responsibilities:

Administrative Support

• Provides specialized, complex and confidential support to the Provost and manages office operations.
• 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 communications, independently creates correspondence, agendas, minutes, etc., and follows up on behalf of the Provost.
• Works collaboratively with other administrators and support staff throughout the University.
• Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies.
• Maintains the physical official space and serves as the initial point of contact for guests creating a welcoming and hospitable environment.

Calendar Management and Scheduling

• Applies a high degree of independent judgment and discretion when managing the Provost's complex calendar and deciding on priorities to ensure effective use of their time.
• Manages complex scheduling arrangements involving multiple parties, conference calls, international travel, etc.
• Ensures that the Provost is prepared with meeting materials and presentations, pertinent information and/or data, and travel itineraries.
• Coordinates a variety of meetings and events, 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.

Budget and Financial Administration

• Partners with Provost Office staff in budget development and financial administration for Provost operations.
• Prepares expense reports for the Provost.
• Ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.

• Five or more years of administrative support experience or its equivalent in education and expertise, such as prior experience in support of a senior leader in a similar role.

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.
• 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 communication and interpersonal skills required.
• Ability to interact effectively with senior level University staff.
• Demonstrated advanced proficiency with the Microsoft Office Suite of products, typing, grammar, spelling, punctuation.

Preferred Qualifications: (Education and experience)

• Experience coordinating scheduling for senior level executives.
• Experience with financial transactions and budget management.
• Previous executive level support experience and project management skills.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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