Executive Assistant 2

Department: Law Deans Office

Salary/Grade: EXS/7

Target hiring range for this position will be between $63,080 - $75,000 per year. 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.

Job Summary:

As a key member of the Dean's Office team, the Executive Assistant (EA) to the Dean provides traditional executive support to the Dean. Under limited supervision, and using a high degree of independent judgment, the EA manages daily operations for the Dean, including strategically managing the calendar and Office of the Dean email. Working collaboratively with the dean, the dean's chief of staff, external stakeholders, law school and university leadership, staff, faculty, students, and alumni, the EA is responsible for helping the dean to manage time effectively in a manner that reflects key priorities and is responsive. The EA exercises discretion in the coordination of sensitive and confidential information and materials. The EA serves as a steward of the law school, helping promote the goals of the office and the law school. The EA must be flexible, willing to adapt to change, and take on projects as assigned.

• Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities:

Executive Assistant

• Manages the Deans complex calendar, working with the dean to determine priorities and exercising a high level of discretion and independent judgment to prioritize and resolve scheduling conflicts.
• Receives and reviews incoming requests and prioritizes them according to significance and urgency. Negotiates and manages the needs of individuals or groups requesting time with the Dean.
• Prepares daily schedule, coordinates meeting agendas and gathers the necessary materials, including requesting briefing materials and talking points for appointments and speaking engagements,
• to prepare the Dean. Updates the Dean on scheduling and agenda changes throughout the day.
• Reviews, sorts, and monitors the Office of the Dean email account and ensures all incoming emails are appropriately responded to. Exercises discretion and judgment in assessing which emails need to be forwarded to the dean and which ones can be handled by other members of the leadership team and staff.
• Prepares and coordinates communications on behalf of the Office of the Dean. Drafts and edits documents to maintain high standards of quality and accuracy.
• Manages the flow of written communication from the Office of the Dean,.
• Handles sensitive and confidential information using tact, diplomacy, and exemplary judgment.
• Coordinates a variety of meetings/events on behalf of the Office of the Dean, including managing logistics, preparing and distributing meeting agendas and materials, managing attendee lists, and coordinating room reservations and/or catering needs.
• Coordinates and provides support for special lectures in coordination with ARD and the chief of staff, including assisting with visiting travel and processing visitor expense reports.
• Anticipates the needs of the Dean and pre-plans/prepares accordingly.
• Coordinates travel arrangements as necessary.

Office Operations

• Develops and implements best practices to ensure effective organization of information. Provides recommendations for ongoing improvements and enhancements to increase productivity and create efficiencies in support of the Dean.
• Maintain electronic and hard-copy filing systems for the office. Maintain continuity of work operations by documenting processes and updating office procedural manual, ensuring phone lists and other administrative documentations are kept up-to-date, communicating needed actions to appropriate Dean's Office management/staff, and determining continuing needs.
• Initiates regular conversations and meetings with law school and university leadership and other key individuals. Gain appropriate knowledge of the university and law school departments and activities to better understand prioritization of the Dean's schedule and overall law school/university activities.
• Run and review monthly financial reports for the Dean's Office, reconcile expenses, identify spending trends, document non-budgeted charges, and assist with quarterly forecasts.
• Process invoices, reviews receipts, and enters expense reimbursements for Dean's Office and maintain tracking spreadsheet of transaction detail.
• Work closely with supervisor, the Chief of Staff, to establish internal control processes and appropriate tracking of all financial information.
• Collaborates and coordinates with departments throughout the law school and university to provide optimal and effective staffing support to the Dean.
• Supports special projects, as needed.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Bachelors degree or the equivalent combination of education, training and experience from which comparable knowledge and skills can be acquired.

• Four or more years of administrative support experience, prior experience in support of a senior leader in a similar role a plus.

• Demonstrated advanced proficiency with the Microsoft Office Suite of products.

• Demonstrated excellent oral and written communication skills, including proofreading.

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.

• Proven ability to take initiative and make sound decisions without direction.

Preferred Competencies: (Skills, knowledge, and abilities)

• Familiarity with Northwestern systems (e.g. NU Financials) strongly preferred.

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.