Executive Assistant 2

As a partner to The Ellen Philips Katz Executive Director (ED) the Executive Assistant (EA) provides expert executive assistant support and is a member of the Block Museum team. Under limited supervision, and using a high degree of independent judgement, the EA manages daily operations for the Director. The EA will interact with Northwestern leadership, faculty, and donors on a regular basis, and exercise discretion in the coordination of sensitive and confidential information and materials. Working collaboratively with other Block Museum staff, the EA will prioritize time allocation for the ED. As a representative of the Office of the Executive Director and the Block Museum, the EA presents as polished, professional, and prepared to share their knowledge and enthusiasm for the Block’s mission within the context of Northwestern University and an understanding of and ability to serve as ambassador for the Block’s goals.

The Block Museum of Art prioritizes diversity, equity, and inclusion across all of its programming, and within its organizational culture and working practices, by centering the voices and experiences of those who have been historically excluded from or underrepresented in higher education and museum practice. Demonstrated commitment to diversity, equity, access, and inclusion is required.

• Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities:

• 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 ED’s time
• Anticipates the needs of the ED’s and pre-plans/prepares in advance of expressed need(s)
• Receives and reviews incoming requests and prioritizes them according to significance and urgency
• Coordinates communications and follows up on behalf of the ED
• Liaison for the Block Board of Advisors, planning, executing, and attending meetings including scheduling, taking meeting minutes, serving as meeting logistics lead, and overseeing hospitality for visiting board members
• Provides ongoing communication between the ED’s Office, Board co-chairs, and Board Members
• Coordinates a variety of meetings, events or team building activities, which may include managing logistics, distributing meeting materials, taking meeting minutes, managing attendee lists, coordinating room reservations and/or catering needs for in-person, remote and hybrid meeting modalities, and managing the Block’s shared organizational calendar
• Manages and oversees the daily operations of the office of the ED including processing invoices, purchasing, reviewing expense reports for signature, maintaining the physical office space, preparing agendas for all-staff and senior staff meetings
• Coordinates complex travel arrangements including preparation of travel itineraries and related expenses
• Works collaboratively with other administrators and support staff throughout the 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 warm, welcoming and hospitable environment and providing hospitality in close coordination with other relevant staff
• Supports or project manages special projects, as needed
• Oversees planning of and on-site management for annual Board trip in partnership with the ED, Senior Business Administrator, Director of Development, and travel consultant
• Partner with the Director of Development to assist with general board relations and donor relations to support museum operations.
• Implements technology and/or works with tech specialists to ensure effective running of hybrid and online meetings and manages shared institutional digital files
• As requested, provides administration support for Block senior staff

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

• 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
• Previous experience in higher education or a related field strongly preferred
• Demonstrated advanced proficiency with the Microsoft Office Suite of products, particularly PowerPoint
• Familiarity with Northwestern systems (e.g. NU Financials) strongly preferred
• Demonstrated excellent oral and written communication skills
• 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

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.