Executive Assistant

at  Northwestern University

Coordinates a broad variety of administrative processes and activities such as database, budget, and HR - maintenance and reporting; communications including website design; and management of supervisor(s) and/or dept’s multiple calendars and events. Reviews administrative work procedures, policies and operational methods; identifies and documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing and audit mechanisms; financial and performance metrics reporting; and regulatory and compliance systems.
Acts as administrative lead for the Faculty Director of the Robert H. Lurie Comprehensive Cancer Center.
Effectively and efficiently manages the Director’s calendar, travel arrangements, and workflow requirements; creating and cultivating internal and external relationships that will ensure that all associated activities are completed diplomatically and on time.

Specific Responsibilities:

• Based on analysis, research, and/or knowledge of subject matter, professional field and/or topic, prepares and compiles correspondence, reports, etc. May create and/or maintain complex spreadsheets and/or databases and/or reports, queries, charts, etc. based on Director’s information objectives.
• Expected to function independently. Organizes and executes projects on Director’s behalf related to external organizations and affiliate relationships/needs.
• Analyzes administrative operating practices, such as recordkeeping systems, forms control, office layout, budgetary requirements, etc. to create new systems &/or revise established procedures to better meet goals & objectives
• Coordinates administration of all HR actions from hiring to termination. May support staff and/or academic searches; Coordinate work of receptionists, program assistants, temporary/work-study students, administrative assistants, clerical assistants, interns, etc.
• Manages Director’s and/or dept. calendar which may include complex scheduling arrangements involving multiple parties and conferences, international travel, etc.; sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• Represents the dept, program or project with various levels of personnel both internally and externally managing and facilitating confidential and/or critical information; responds to unanticipated and complex issues.

Miscellaneous

• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• A high school diploma or its equivalent along with 5+ years of administrative support experience is required.

MINIMUM COMPETENCIES: (SKILLS, KNOWLEDGE, AND ABILITIES.)

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Ability to build and form relationships with external and internal affiliates and colleagues of director.
• Excellent Computer literacy
• Excellent organizational skills/experience
  Target hiring range for this position will be between $21.48 - $26.85 per hour. 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.

• Based on analysis, research, and/or knowledge of subject matter, professional field and/or topic, prepares and compiles correspondence, reports, etc. May create and/or maintain complex spreadsheets and/or databases and/or reports, queries, charts, etc. based on Director’s information objectives.
• Expected to function independently. Organizes and executes projects on Director’s behalf related to external organizations and affiliate relationships/needs.
• Analyzes administrative operating practices, such as recordkeeping systems, forms control, office layout, budgetary requirements, etc. to create new systems &/or revise established procedures to better meet goals & objectives
• Coordinates administration of all HR actions from hiring to termination. May support staff and/or academic searches; Coordinate work of receptionists, program assistants, temporary/work-study students, administrative assistants, clerical assistants, interns, etc.
• Manages Director’s and/or dept. calendar which may include complex scheduling arrangements involving multiple parties and conferences, international travel, etc.; sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• Represents the dept, program or project with various levels of personnel both internally and externally managing and facilitating confidential and/or critical information; responds to unanticipated and complex issues