Executive Administrative Assistant/Academic Affairs

University of Northwestern - St. Paul•Minnesota, MN

5d•$26 - $28•Onsite

About The Position

The Executive Administrative Assistant provides high-level administrative, operational, and coordination support to the Provost & Vice President for Academic Affairs. This role ensures the effective and efficient functioning of the Office of Academic Affairs by managing executive scheduling, communications, documentation, and office operations while supporting faculty, academic leadership, and institutional priorities. The position requires discretion, sound judgment, strong organizational skills, and a commitment to the Christ-centered mission and values of the University of Northwestern–St. Paul.

Requirements

High School diploma or GED
Minimum of three (3) years of progressively responsible administrative or executive support experience
Maintain a personal relationship with Jesus Christ and demonstrate a consistent Christian witness.
Faithfully uphold and embrace the University of Northwestern–St. Paul’s mission, doctrinal statement, and Declaration of Christian Community.
Independent & Teamwork: Capable of working both independently and collaboratively, with minimal supervision.
Confidentiality: Maintains discretion and handles sensitive information appropriately and with professionalism.
Organizational Skills: Exceptional time management and problem-solving abilities; able to prioritize and meet deadlines with attention to detail while managing complex schedules and multiple priorities.
Written & Verbal Communication: Strong writing, editing, proofreading, and verbal communication skills. Exceptional interpersonal communication
Financial Oversight: Experience managing budgets and financial resources within assigned responsibilities.
Technical Proficiency: Intermediate to advanced computer skills, including Microsoft Office and related software.
Flexibility: Willingness to work occasional evenings and weekends as needed.
Background Check: Must pass initial and ongoing background checks as a condition of employment.
All applicants must be authorized to work for any employer in the United States as we are unable to sponsor or take over sponsorship of an employment visa.

Nice To Haves

Bachelor’s degree
Five (5) years of progressively responsible administrative or executive support experience
Experience in higher education or a faith-based organization

Responsibilities

Manage daily operations of the Office of Academic Affairs to ensure smooth workflow, effective prioritization, and timely completion of responsibilities.
Serve as a primary point of contact for faculty, deans, department chairs, University departments, Northwestern Media, and external stakeholders, fostering collaborative and mission-aligned relationships.
Maintain and manage the Provost’s complex calendar, scheduling meetings, appointments, and institutional events.
Coordinate domestic travel arrangements, including itineraries, transportation, lodging, and meeting logistics.
Prepare materials, agendas, and background documents to ensure the Provost is fully prepared for meetings and engagements.
Prepare, edit, and manage professional correspondence, reports, agendas, minutes, presentations, and printed materials.
Maintain accurate and secure electronic and hard-copy filing systems in accordance with University standards.
Proofread and edit materials to ensure clarity, accuracy, and alignment with institutional tone and mission.
Coordinate and support meetings and committees related to Academic Affairs, including preparation of materials, attendance as appropriate, and documentation of minutes.
Maintain action and decision logs, track assignments, and follow up to ensure timely completion of deliverables.
Support faculty governance, accreditation, and academic policy processes as applicable.
Assist with budget development and monitoring for the Office of Academic Affairs.
Initiate purchase requisitions, reimbursements, and office supply orders; track expenditures; and distribute relevant financial or operational information to deans and department chairs as appropriate.
Provide administrative support for key academic processes and events, including Dean’s List preparation, commencement and academic ceremony coordination (e.g., faculty regalia), leadership meetings, retreats, and special initiatives.
Assist with proctor coverage and other Academic Affairs needs requiring executive-level administrative coordination.
Handle confidential, sensitive, and privileged academic, personnel, and institutional information with discretion and sound judgment.
Anticipate needs, prioritize issues, and resolve routine administrative matters independently within established guidelines.
Actively support and model the University’s Christ-centered mission, serving as a minister of the gospel through professional conduct, service, and collaboration.