Executive Assistant 2

Department: IIN - Int Inst Nanotechnology

Salary/Grade: EXS/7

Job Summary:

As a partner to Chad Mirkin, Faculty Director (Director) of the International Institute for Nanotechnology, the Executive Assistant (EA) provides traditional executive assistant support and reports directly to the IIN Associate Director. Under limited supervision, and using a high degree of independent judgment, the EA manages daily operations for the Director.

The EA will coordinate the Director’s schedule and interactions with guests and callers, communicate with central offices, interact with the Northwestern administrators and their staff on a regular basis, and exercise discretion in the coordination of sensitive and confidential information and materials. Working collaboratively with the Director and other IIN staff, the EA will prioritize and maintain the scheduling for the Director. The EA coordinates the Director’s travel. The EA may also provide general support for other IIN staff and members of the Director’s research group as needed.

Established in 2000, the International Institute for Nanotechnology (IIN) was the first institute of its kind in the country and over the course of its lifetime has united over $1 billion in nanotechnology research, educational programs, and supporting infrastructure. The IIN has a deep talent pool that includes over 30 members of the National Academies of Medicine, Science, and Engineering and brings together more than 220 faculty members from across NU to focus on society’s most perplexing problems.

Specific Responsibilities:

Coordinates communications and follows up on behalf of the Director

Applies a high degree of independent judgment and discretion to manage the Director’s complex calendar and decide on priorities to ensure effective use of the Director’s time

Manages and oversees the daily operations of the office primarily in the areas of reviewing and processing expense reports for signature, and maintaining the physical office space

Anticipates the needs of the Director and pre-plans/prepares in advance of expressed need(s)

Receives and reviews incoming requests and prioritizes them according to significance and urgency

Effectively handles highly sensitive, and often highly confidential, information using tact, diplomacy and exemplary judgment

Prepares confidential letters and materials for faculty hiring and promotion processes

Coordinates a variety of meetings, events or team building activities, which may include managing logistics, distributing meeting materials, taking meeting minutes, managing attendee lists, and coordinating room reservations and/or catering needs

Coordinates complex travel arrangements (domestic and international) as necessary

Works collaboratively with other administrators and support staff throughout the IIN and University

Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies

Serves as the initial point of contact for guests creating a welcoming and hospitable environment

Supports or project manages special projects, as needed

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

Bachelor's degree or the equivalent combination of education, training and experience from which comparable knowledge and skills can be acquired

Four or more years of executive administrative support experience, with prior experience in support of a senior leader in a similar role

Minimum Competencies: (Skills, knowledge, and abilities.)

Demonstrated excellent oral and written communication skills

Demonstrated advanced proficiency with the Microsoft Office Suite of products, particularly Outlook, Excel, and PowerPoint and Adobe Acrobat

Ability to demonstrate a calm, courteous and professional demeanor under pressure when working with a variety of situations and/or people

Proven ability to take initiative and make sound decisions without direction

Preferred Qualifications:

Familiarity with Northwestern systems (e.g. NU Financials) strongly preferred

Target hiring range for this position will be between $68,000-$80,000 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

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs.

For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn 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. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

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. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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