Executive Assistant | Graduate and Professional Studies

Roles

Serve as the Executive Assistant to the Vice President for Graduate Enrollment and Professional Studies. The individual fulfilling this role must have the capacity to handle numerous situations and personalities in a professional and extremely courteous manner. Additionally, the individual fulfilling this role must be highly organized, able to provide information management support and positively represent the Vice President for Graduate Enrollment and Professional Studies.

Responsibilities

• Needs excellent computer, telephone, organizational, and communication skills.
• Augments executive’s time by initiating administrative work, drafting letters and documents, collecting, and analyzing information, arranging telecommunications, and providing ad hoc general support.
• Must be a self-starter with the ability to consistently follow through with people and projects.
• Must be a good listener and speaker to apprise the Vice President of directives and issues brought to the Executive Assistant’s attention and know whom to contact to resolve issues.
• Screens telephone calls and incoming mail, schedule appointments, maintain daily/yearly calendar, make travel arrangements, coordinate department meetings, establish and maintain files.
• Responds to routine and non-routine inquiries; proof and make change recommendations on printed and digital documents.
• Provide outreach support to prospective students and business partners in a timely and professional manner as the need arises.
• Acts as a central resource for administrative needs within the Graduate and Professional Studies department that would include procuring office supplies as needed, managing electronic approval process, handling accounts payable, submitting credit card statements and coordinating onboarding of new departmental employees.
• Welcomes guests, students, and business partners by greeting them, in person or on the telephone, answering or directing inquiries.
• Collects and prepares information as needed.
• Additional duties and assignments as needed.

Qualifications

• Proficient in Microsoft Office and use of computers, tablets, and technology.
• Competently work with database management programs and electronic filing systems.
• Possess experience in all clerical aspects including time management, writing, scheduling, and office management.
• Work evening and weekend hours as necessary.
• Be on campus. This is not a remote work environment role given the level of engagement with students, colleagues, and business partners.
• Coordinate, research, and secure travel.
• Understand and support “The Northwood Idea” and Northwood University’s mission.

Expectations

• Maintain student and business partner confidence and protect operations by keeping information confidential.
• Be available during normal office hours to act as a consistent resource for external and internal audiences
• Listen and professionally react to various internal and external situations.
• Relieve the Vice President of clerical work and minor administrative and business details.
• Monitor staff budgets to maintain balance of finances.
• Communicate to all staff and officer groups regularly and professionally.

Northwood University has an institutional philosophy which emphasizes free enterprise in a context of limited government and individual responsibility. The ideal candidate will have a strong attraction to the mission and core values of Northwood University. Applicants are encouraged to familiarize themselves with the University’s outcomes at www.northwood.edu/aboutus/ .