at Northwestern University in Evanston, Illinois, United States
Job Description
Job Opening Id: 50705
Department: VP International Relations
Salary/Grade: EXS/7
Job Summary:
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 welco
