Executive Assistant to the Executive Vice President & Provost (481)

Position Information

Posting Detail Information

Working Position Title Executive Assistant to the Executive Vice President & Provost (481) Classification Executive Assistant Position Number 00000481 Open Date 10/07/2026 Close Date 10/14/2026 Priority Review Date Employee Class Staff Full-Time/Part Time Full-Time FTE 1.00 Position Status Regular FLSA Exempt Job code 3260 Union Representation Non-Union Union Code N/A Unit/Department Office of Exec VP and Provost College/Unit Office of the Exec VP and Provost Division Academic Division Location AL 215 Link to Department Website or Custom Search Page https://www.niu.edu/provost/index.shtml

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

The individual in this position is the key operational administrative assistant to the Executive Vice President and Provost. This individual serves as the primary liaison in oral and written communication between the EVP/P and all on- and off-campus administrative offices and agencies and is responsible for providing briefing information to the EVP/P for upcoming meetings and for the daily scheduling of the Provost's meetings and activities. This individual operates as the chief of staff and represents the EVP/P both in written and oral communication as well as in person, as appropriate.

Position Summary

The Executive Assistant serves as the principal administrative and operational support professional to the Executive Vice President and Provost (EVP/P). The position exercises a high degree of independent judgment, discretion, and decision-making authority in managing executive communications, strategic initiatives, divisional operations, governance activities, Board of Trustees matters, personnel processes, and institutional relationships.

The Executive Assistant serves as a primary liaison between the EVP/P and university leadership, deans, faculty, staff, students, trustees, governmental agencies, external organizations, and community partners. The position coordinates executive-level projects, board activities, senior administrative searches, divisional initiatives, and personnel processes while regularly handling highly confidential and sensitive institutional matters.

Essential Duties and Responsibilities

Administrative Management

• Independently manages and prioritizes the EVP/P's complex executive calendar, competing commitments, travel, meetings, speaking engagements, and divisional events.
• Coordinates all executive travel arrangements, itineraries, reimbursements, and compliance with university and state travel regulations.
• Manages Provost email box to EVP/P's email to ensure priority items are being responded to. Independently respond on behalf of the EVP/P as appropriate.
• Serves as the principal liaison between the EVP/P's Office and internal and external constituencies including university leadership, deans, faculty, students, the President's Office, Board of Trustees, Illinois Board of Higher Education, governmental agencies, external organizations, community leaders, and higher education partners.
• Independently represents the EVP/P in meetings, committees, correspondence, planning activities, and interactions with internal and external stakeholders while exercising substantial discretion and judgment.
• Independently analyzes, responds to, and resolves sensitive requests, concerns, complaints, and issues on behalf of the EVP/P while exercising sound judgment, diplomacy, and confidentiality.

Program & Meeting Management

• Coordinates and manages Provost Deans Roundtable, Council of Deans, Academic Planning Council, and other executive leadership meetings, including agenda development, background materials, meeting logistics, minutes, action-item tracking, and follow-up communications and actions.
• Provides comprehensive administrative and governance support for the Academic Affairs, Student Affairs and Personnel Committee and other Board-related activities, including preparation of agendas, executive summaries and scripts, committee materials, meeting books, minutes, board reports, and official records.
• Serves as secretary and administrative coordinator for designated executive councils, board committees, and governance groups.
• Represents the Office of the EVP/P on commencement planning and major university events and serves as a key coordinator for divisional participation, logistics, communications, and strategic planning initiatives.
• Supports the EVP/P's service on external boards, foundations, professional organizations, and higher education associations through preparation of materials, reports, communications, and meeting coordination.

Supervising & Training Office Support Staff

• Provides direct supervision of administrative support staff and student employees, including hiring recommendations, onboarding, performance feedback, training, work assignment, and evaluation activities.
• Ensures the office operates with a student-centered lens.
• Coordinates and monitors workload distribution to ensure effective office operations, high-quality service delivery, and accomplishment of divisional priorities.
• Develops office procedures, operational workflows, and cross-training strategies to ensure continuity of operations and excellent customer service.
• Represents EVP/P to leadership staff as directed and independently to ensure continued communication across management levels.
• Serves as the main point of contact for the Office of the EVP/P through communicating directives, organizing office gatherings, creating and maintaining a collaborative work environment and supporting staff across the division.
• Provides operational leadership and oversight of the day-to-day functions of the Office of the Executive Vice President and Provost.

Business Management

• Prepare and submit travel reimbursement requests for the EVP/P.
• Coordinates personnel administration activities including job description management, organizational changes, annual evaluations, performance review processes, and related Human Resource Services actions.
• Coordinates executive evaluation processes including penultimate reviews for deans, vice provosts, Provost Office staff, and other senior Academic Affairs personnel as required by University Bylaws and institutional policies.
• Leads and coordinates executive-level searches for deans, vice provosts, and other senior administrators, including coordination with search committees, Human Resource Services, AAEO, external search firms, and university leadership.
• Conducts research, gathers institutional information, prepares analytical summaries, and develops recommendations to support executive decision-making and strategic planning.
• Manages strategic projects and special initiatives assigned by the EVP/P and monitors progress toward established goals and deadlines.

Organizational Activities

• Maintains oversight of executive correspondence, communication workflows, records management systems, and document routing processes to ensure effective and timely responses.
• Reviews and evaluates materials submitted for EVP/P review and approval for completeness, accuracy, policy compliance, and appropriate routing.
• Manages executive office web content, communication platforms, and electronic information resources to ensure accuracy, consistency, and timely updates.
• Retain records according to NIU State approved records retention policy.
• Creates, maintains, and improves electronic databases, reporting tools, tracking systems, and operational processes supporting Academic Affairs and the Office of the Provost.

Other Related Duties

• Performs other related duties as assigned.

Minimum Required Qualifications (Civil Service)

• High school diploma or equivalent.
• Five (5) years (60 months) of assistant/clerical experience that included the performance of responsible administrative assistant duties.

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

• Ability to take and accurately transcribe difficult dictation.
• Ability to create authoritative correspondence and reports.
• Ability to perform complex typing duties.
• Administrative ability.

Specialty Factors (Civil Service)

None

Preferred Qualifications (Civil Service)

• Associate's degree preferred.
• Demonstrated executive-level administrative management experience supporting a president, provost, vice president, vice provost, dean, or equivalent senior administrator in a complex higher education or nonprofit or governmental environment, including substantial experience with governance processes, personnel administration, confidential matters, strategic initiatives, and institutional policy implementation.
• Demonstrated experience supervising staff, managing complex projects, coordinating executive searches, and handling highly confidential personnel and organizational matters.
• Strong knowledge of higher education administration, shared governance, academic affairs operations, and institutional policy processes.

Minimum Required Qualifications (SPS)

N/A

Additional Requirements (SPS)

N/A

Preferred Qualifications (SPS)

N/A

Physical demands/requirements

• General office requirements.
• Long periods of time seated/stationary.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date 11/02/2026 Anticipated Appointment End Date Percent of Staff Year 1.00 Standard Hours Per Week 37.50 Working Hours Monday - Friday, 8:00am - 4:30pm additional hours and weekends as needed Position is in-person Salary $65,000.16 - $80,000.16/Annually; NIU offers a robust benefits package. Hourly or Semi-monthly Pay Rate/Range $2,708.34 - $3,333.34/Semi-monthly Earn Type Salary

Application Procedure

Application Procedure

Application Procedure

Application Procedures:

• Fully complete the Education and Work History sections of the application. Be specific on your entire work history, including employment dates and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Important: Please upload any unofficial transcript(s) and/or documentation that verifies any education, experience, and/or training you have received.

• If eligible for Veteran's Preference Points, DD214/DD215/NGB22/DD256 paperwork reflecting an Honorable Discharge MUST be uploaded to this application to receive the maximum eligible points on the Civil Service examination.

• After the posting has closed, your submission will be reviewed to determine if you meet the minimum qualifications for the classification, including any specialty factors associated with this position. If you meet the minimum required qualifications for this position, you will receive a score based on your education and experience, and your name will be placed on the active employment register.

• Please monitor your e-mail for further information regarding your application. Emails will be generated from jobs@niu.edu and CivilServiceTesting@niu.edu. Please add these emails to your address book to ensure timely delivery of any future communication.

• Applicants must be a current citizen or resident of the State of Illinois to move forward in the hiring process.

Credentials Assessment Examination:

• The examination for this position is a Credentials Assessment and is based on your application materials as submitted for this posting. A Credential Assessment is a rating by the Human Resources Office of an applicant's/employee's education, experience, and special credentials/qualifications (licenses, etc.). Applicants are required to upload documentation to verify the minimum qualifications for this position has been met.
• Required documentation noted in the posting, such as a driver's license, licensures, or certifications MUST be uploaded with your application materials.
• After assessment of all qualified applicants has been completed for this position, the names with the top three (3) scores will be referred to the hiring department for interview.

Additional Details:

• Click on Executive Assistant for more information including salary ranges, typical duties, minimum acceptable qualifications, and testing requirements.

• Applicants who may assume they do not meet the exact minimum qualifications are still invited to apply. Within the application documents, applicants should be sure to explain how their credentials and related qualifications address the requested minimum requirements.

• Please click on Human Resource Services - Benefits for detailed information about Northern Illinois University's benefits package.

• Employment is contingent upon your passing a criminal background investigation. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Special Instructions Quick Link to Applicant https://employment.niu.edu/postings/97668 Is Background Check Required? Yes EEO Statement Summary

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, ethnicity, color, national origin, ancestry, sex, religion, age, disability (physical and mental), marital status, veteran status, sexual orientation, gender (identity and expression), political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Director of Civil Rights Office, Title IX Coordinator

Health Services 2nd floor

CivilRights@niu.edu

815-753-0455

Visa Policy

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person's disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form. For further assistance, please contact the office of Affirmative Action and Equal Opportunity (AAEO) at ada@niu.edu.

Safety Information

NIU provides annual reports on campus security and fire safety.

Read the Annual Security and Fire Safety Report.

Contact the Ethics and Compliance Office at 815-753-9364 for a hard copy.

Applicant Documents

Required Documents

• Resume/Curriculum Vitae
• Cover Letter
• List of at least 3 Professional References

Optional Documents

• Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
• Transcripts (unofficial with official required at hire)
• Other

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Are you currently a citizen or resident of the State of Illinois?

• Yes

• No

• • What is the highest level of education attained?

• GED

• High School Diploma

• Associates Degree

• Bachelors Degree

• Masters Degree

• PHD

• • Have you attached all transcripts to support the degrees you are submitting for consideration?

• Yes

• No

• • How many years of experience do you have in this type of position?

• 0-1

• 1-3

• 3-5

• 5-7

• 7+

• • Please provide the name of the employer and the dates of employment where you gained this experience. Please note that this information must be verified on an NIU application and/or résumé. ("See Résumé" is not an acceptable response.)

(Open Ended Question)

• • If applicable, have you attached a copy of your DD214, DD215, NGB22, or DD256 for consideration of Veterans Preference Points? The copy submitted should reflect the status of discharge in order to be considered.
• Yes
• No
• Not Applicable