Associate Director, Executive Operations

Department: Alumni Relations & Development

Salary/Grade: EXS/9

Job Summary:

Please note: The target budgeted salary for this position is $78,500 - $84,000 annually. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

The Associate Director supports presidential engagement with donors, prospective donors, alumni, parents, and other community leaders through the coordination of high-profile presidential events and the execution of signature university programs. This position coordinates presidential event appearances, travel, and select donor engagement and stewardship activities. They support event logistics, organize stakeholders, manage timelines, and support on-site operations to ensure seamless experiences for university leadership, distinguished guests, and the broader community.

Additionally, this position coordinates broadly across ARD requests for presidential appearances at ARD events and serves as a liaison to the president's office to communicate request in a timely manner. They will also manage, and promote, donor engagement opportunities for our ARD front-line fundraisers, such as sharing ticket opportunities for football, basketball, and Ravinia summer concert series. They will support the activities and priorities of the Office of the Vice President as needed.

The role requires exceptional organizational and oral and written communication skills, efficiency, patience, flexibility, sharp attention to detail, and a high level of professionalism, including a high degree of discretion. This position reports to the Director, Executive Operations.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite.

Specific Responsibilities:

Strategic Planning

• Gathers data and develops strategies designed to maximize operational services in meeting client team goals & objectives.
• Reviews plans, meets with leadership and key faculty and staff, and recommends changes and improvements to operational services to better meet organizational needs and objectives.

Collaboration

• Involves moderate- to-high-level of collaboration with both internal department partners and moderate level of collaboration with broader University partners to identify & integrate resources in order to accomplish strategic goals & objectives.

Key partnerships and work involved:

• Coordinating key milestones and timelines for signature presidential events including presidential introduction events and campaign events. This cross-departmental initiative involves significant coordination across Special Events, Marketing and Communications, Schools & Programs, Strategic Initiatives, and Alumni Engagement teams.
• Coordinating the presidential event request process: managing requests, confirming availability/adding to calendar, coordinating internal stakeholders (routing invitations, remarks process, SOEs), collecting/organizing materials needed for briefing team, etc.
• Supporting Development Travel: Supporting itinerary planning and visit coordination of travel as directed by Exec Ops; inclusive of presidential travel, but also may include VP/dean/faculty travel as required for campaign or fundraising activities.
• Coordinating donor entertaining services provided by ARD (football, basketball, Ravinia). Fielding and ranking incoming requests, coordination with ticket office, communications around ticket availability and delivery instructions, etc.
• Supporting local visit scheduling, as directed by principal gifts: managing holds/availability, coordinating internal stakeholders, managing reservations, collecting/organizing materials needed for briefing as needed

Prospects & Gifts

• Acts as liaison to internal/external departments, attends meetings to determine needs, consult on strategy, manage projects and provide updates.
• Partners with client teams to conduct research and analyses to meet needs ensuring that data and knowledge is obtained to increase the identification, cultivation and solicitation of donors.

Evaluation

• Manages development and maintenance of evaluation processes including associated quantitative and qualitative metrics and key performance indicators.
• Reviews & analyzes outcome measurements and recommends changes, enhancements and improvements.
• Collaborates with internal/external partners to implement changes designed to improve/increase operational services goals/objectives.

Events

• Develops plans and arranges meetings and workshops, etc. designed to exchange information, promote client objectives, and to build internal and external relationships within Northwestern.
• Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Administration

• Coordinates day-to-day operations ensuring that business processes and policies are appropriately maintained, efficient and effective. Recommends changes, enhancements and improvements.
• Creates and maintains documentation, procedures, standards, and policies related to operational services.
• Partners with faculty and other staff to provide information that assists in delivering compelling event content

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 bachelors or higher degree; OR appropriate combination of education and experience.
• 4 years operations, administration, development or the equivalent experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Team Leadership: Leads and motivates others toward shared goals.
• Curiosity & Analytical Thinking: Asks questions and uses information to make sound decisions.
• Global/Organizational Perspective: Understands how work supports broader organizational goals.
• Complex Problem Solving: Identifies issues and develops effective solutions.
• Fast-Paced Environment: Manages multiple priorities and adapts quickly to change.
• Attention to Detail: Produces accurate, thorough, and high-quality work.
• Initiative: Takes proactive action and works independently.
• Commitment to Excellence: Strives for high-quality results and continuous improvement.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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.