Executive Assistant to the Dean

Role Highlights

• Full-time, hybrid work environment
• Evanston, IL location
• Target salary $65,000-$80,000 per year

Position Overview

Kellogg School of Management is seeking an energetic, well-organized Executive Assistant to the Dean’s Office. The Business Administrator will be responsible for supporting calendar and email management, submitting expenses, planning complex travel, and project work centered on the priorities of the Dean. The Business Administrator must have a service-minded work ethic and the ability to manage a variety of priorities. Reliability, discretion, and professionalism in dealing with senior leaders and confidential information are critical in this role. The successful candidate will have the ability to operate independently and react with appropriate urgency to situations that require a quick turnaround.

This position administers operational, financial, & business functions in support of the area/unit’s mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Implements existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations. May represent business area on internal &/or external administrative affairs by exchanging information.

Specific Responsibilities:

Work Complexity

• Employee uses some judgment to adapt an advanced knowledge of skills, methods, practices, policies &/or procedures & a moderate degree of innovation, analysis & reasoning to complete work that is somewhat project oriented & involves some complex problems &/or decisions.
• Employee administers policy

Budget & Financial

• Participates in the determination of budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues
• Directly responsible purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol
• Ensures prompt payment of invoices, researching errors/delayed transactions
• Monitors open encumbrances & deficit chart strings
• Reviews & reconciles actual expenses to budget per NU Audit guidelines
• Approves funds reallocation within budget as necessary & appropriate

Administration

• Support day-to-day operations
• In partnership with the Associate Director, manage the Dean’s calendar, proactively resolving complex scheduling arrangements involving multiple parties and conferences, international travel, etc.
• Support daily mail needs with FedEx, UPS, and other internal and external parties, as necessary, including hand-delivery to campus locations
• Prep meeting rooms based on requirements and coordinates catering needs; offers guests hospitality
• Coordinate printing orders for the Dean’s Office including business cards and letterhead
• Order and inventory supplies and researches requests for special items on behalf of the Dean or the Dean’s Office team

Communications & Outreach

• Manages website, assuring updates are made in a timely manner
• Supports the execution of numerous special events throughout the year, assuring all logistics are complete

IT Services

• Acts as liaison to IT to ensure technology systems are properly installed & maintained.
• Appropriates necessary hardware, software & network infrastructure services from central or internal IT.
• Issues work order requests for maintenance, repairs & upgrades.

Regulatory Compliance

• Ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures
• Develops innovative methods to assist faculty & staff with adherence to compliance programs

Strategic Planning

• Administers & maintains existing strategic operation plans
• Recommends changes & improvements to administrative operations to ensure most effective & efficient use of revenue streams for faculty & staff recruitment, program development, research expansions, space planning, etc.
• Coordinates the preparation and delivery of all briefing documents for international travel and large-scale events for the Dean and interfaces with all levels of external organizations, as necessary

Student Support

• Resolves student issues

Supervisory

• Serves as project manager for the annual Holiday Card distribution
• Performs other duties as assigned.

What we are looking for:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience.
• 4 years’ administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.

Benefits:

At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and 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.

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.

How to Apply

Complete the application questions and submit your resume through the NextGroup website. You will be contacted by the NextGroup search team regarding the next steps.

Northwestern University – Kellogg School of Management