Executive Assistant 2

Position description

Energetic, organized and very well-mannered, the International Relations (IR) Coordinator / Executive Assistant will serve as the first-line resource to internal and external constituents, build and maintain professional, efficient, and knowledgeable interactions with those constituents, and provide efficient and exemplary support to the Vice President for International Relations and other senior staff.

The IR Coordinator/Executive Assistant is responsible for the execution and coordination of a wide variety of administrative processes and activities for the Office of the Vice President for International Relations and will operate proactively and with limited supervision.

Responsibilities include but are not limited to: direct executive support for the Vice President for International Relations, hosting international visitors, international travel and event coordination, administration of office financial activities, file organization and management, international contact database maintenance, budget management, review and refinement of business practices, support of IR workshop and grant initiatives, and creation of data-driven reports for senior administrative level campus and conference presentations.

Specific responsibilities:

Executive Assistant Duties

• Applies high degree of independent judgment and discretion to manage day-to-day business related to the VP, including managing a complex calendar (ie: plans and schedules VP’s meetings and appointments) and anticipating needs of the VP and preparing in advance of expressed need(s).
• Informs VP of upcoming activities and commitments and provides support to efficiently manage VP’s projects and workflow, including preparing meeting materials and presentations, pertinent information/data.
• Compiles travel itineraries in support of the President’s, Vice President’s, and other senior staff members’ meetings and travel
• Takes notes and produces minutes at team meetings.
• Works collaboratively with other units, such as the President’s Office, Alumni Relations and Development, and other administrators and support staff throughout the University as the VP’s representative
• Serves as the initial point of contact for guests and visitors to IR and creates a welcoming and inclusive environment.

Accounting

• Administers IR office budget, including preparing and approving purchases, reimbursements, and/or orders.
• Processes accounting transfers, appropriation and funding changes, deposits, and payroll.
• Processes reimbursements for IR faculty and staff and prepares travel expense reports for the Vice President and Assistant Vice President.
• Creates and monitors budget statements.
• Verifies that charges are accurate and posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies and/or outstanding encumbrances.
• Balances accounts at close of fiscal year.
• Assists in preparation of annual budget and quarterly projections.
• Administers budgets and/or accounting balances for multiple awards.
• Requests creation of new chart strings.
• Creates and maintains financial records which include preparing forms, verifying appropriateness and accuracy of charges, processing and reconciling expenses, and updating financial transaction spreadsheets.
• Manages institutional memberships (including NAFSA, Fulbright, AIEA and others) for IR and for Northwestern University staff in other units engaged in international work.

Coordination

• Manages the office voice and email accounts, and calendar.
• Coordinates the day-to-day activities of the IR office including ordering and storing appropriate office supplies, handling IT and IT troubleshooting requests, coordinating with Facilities Management as necessary, submitting annual space validation, requesting security access for new employees.
• Manages calendars and schedules to support project milestones and completion.
• Develops and maintains work procedures and standards for IR’s activities, such as hosting international visitors, delivering materials etc. to improve efficiency and effectiveness of operations.
• Handles hiring of students and other staff.
• Proofreads and edits communication for spelling, grammar and general accuracy.
• Provides financial and administrative support for IR initiatives including intercultural communication workshops, faculty and staff grant programs, affinity group meetings and others as requested.
• Manages complex scheduling arrangements for international visitors at Northwestern, and Northwestern faculty and staff travel abroad.
• Acts as lead host and organizer for select visiting delegations.
• Coordinate with internal and external stakeholders and prepare materials for Northwestern’s hosting of international visitors.
• Coordinates large-scale and/or high-profile and complex events.
• Ensures that all logistics have been completed for events and visits, including advertising, registration, speakers, international travel arrangements, venue reservations, catering, technology, itineraries, etc.
• Builds and maintains professional relationships in order to facilitate efficient and knowledgeable interactions with both internal and external constituencies. Maintains knowledge of important University news and priorities.
• Supports special initiatives in the office, including One WorldOne Northwestern and the Intercultural Learning Initiative.
• Performs research on ad hoc topics, synthesizes information, and composes short reports.

Documents and databases

• Maintains the Customer Relationship management system (CRM) of IR constituents including international visitors, faculty and staff engaged in international initiatives at Northwestern, and local (Chicago-area) diplomatic, business, and academic communities.
• Prepares and compiles correspondence and reports, based on analysis, research and knowledge of subject matter or topic.
• Creates and maintains complex spreadsheets, databases and reports based on Vice President’s objectives and activities.
• Assists with maintenance of and training to use online document storage system and collaboration tools.

Miscellaneous

• Other duties as assigned.

Qualifications

Minimum qualifications:

• High school diploma or equivalent required, bachelor’s degree preferred
• Five (5) years administrative support or other relevant experience required.

Minimum competencies:

• Advanced knowledge of word processing, spreadsheet, email and database software programs is required.
• Excellent phone and email manner.
• Strong organizational skills.
• Strong financial, budgeting and accounting skills.
• Strong written and verbal communication skills.
• Strong interpersonal skills.
• Attention to detail.
• Ability to handle multiple tasks and projects simultaneously.
• Ability to anticipate needs and take initiative.
• Adherence to deadlines.
• Ability to work both as part of a team and independently.

Preferred qualifications

• Bachelor’s degree
• Previous experience working as an executive assistant at a higher education institution.

Preferred competencies:

• Proven ability to interact professionally with a wide range of people, including faculty, diplomats and senior staff, as well as people from other cultures and countries.
• Verbal and written fluency in a foreign language.
• Demonstrated interest in international affairs and relations.

Target hiring range for this position will be between $69,000 – $79,000 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.

Application instructions

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