Executive Team Assistant – Support Multiple Directors

About the Company

Northwestern University is a leading private research university renowned for its comprehensive programs, vibrant intellectual community, and commitment to groundbreaking research and exceptional teaching. Located on the shores of Lake Michigan, just outside Chicago, Northwestern is dedicated to solving global challenges and fostering an inclusive environment for students, faculty, and staff.

Job Description

We are seeking a highly organized, proactive, and detail-oriented Executive Team Assistant to provide comprehensive administrative support to multiple senior directors within a dynamic department at Northwestern University. This critical role requires an individual with exceptional communication skills, a strong ability to manage multiple priorities, and a commitment to upholding the highest standards of professionalism and confidentiality. The successful candidate will play a pivotal role in ensuring the smooth and efficient operation of the directors’ offices, contributing significantly to the strategic initiatives and daily functions of the university.

Key Responsibilities

• Manage complex calendars and schedule appointments, meetings, and conferences for multiple directors, anticipating conflicts and proactively resolving them.
• Coordinate extensive domestic and international travel arrangements, including itineraries, accommodation, and transportation, processing expense reports accurately and promptly.
• Prepare and edit correspondence, reports, presentations, and other documents, ensuring accuracy, grammar, and adherence to university standards.
• Organize and maintain filing systems, both electronic and physical, ensuring easy retrieval of critical information and strict confidentiality.
• Act as a primary point of contact for internal and external stakeholders, screening calls, managing inquiries, and directing them appropriately.
• Assist with special projects and initiatives, conducting research, compiling data, and preparing summaries as required by the directors.
• Handle confidential information with discretion and integrity.
• Order office supplies, manage office equipment, and ensure a well-maintained and efficient work environment.
• Facilitate communication between directors and their teams, as well as other university departments.
• Process invoices, track budgets, and manage financial records as needed.

Required Skills

• Minimum of 3 years of executive administrative support experience, ideally supporting multiple senior leaders.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Proven ability to manage multiple priorities, meet deadlines, and adapt to changing demands in a fast-paced environment.
• High level of discretion and ability to handle confidential information.
• Proactive problem-solving skills and a strong sense of initiative.

Preferred Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Experience working in a higher education or non-profit environment.
• Familiarity with project management software or enterprise resource planning (ERP) systems.
• Certification in administrative professional programs.
• Ability to learn new software and systems quickly.

Perks & Benefits

• Comprehensive health, dental, and vision insurance plans.
• Generous paid time off, including vacation, sick leave, and holidays.
• Retirement savings plans with employer contributions.
• Tuition benefits for employees and eligible dependents.
• Professional development opportunities and training programs.
• Access to university facilities, including libraries, fitness centers, and cultural events.
• Life and disability insurance.
• Employee assistance programs.

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