Executive Administrative Assistant, Academic Affairs

Title: Executive Administrative Assistant, Academic Affairs
VP Area: VP for Academic Affairs
Department: VP for Academic Affairs
Position Compensation: $26.00 - $28.00
Location: University Campus - St. Paul, Minnesota

Northwestern is a faith-driven community, UN Wavering in our Christ-centered principles and identity as those who profess faith in Jesus. Rooted in the unshakable foundation of God’s Word and our calling to impact His world, our mission and vision flow from these core values, expressed through Christ-centered higher education at the University of Northwestern – St. Paul and through gospel outreach and faithfulness with Northwestern Media.

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.

• Executive Office Management & Coordination:
  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.
• Executive Calendar, Meetings & Travel:
  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.
• Communication, Documentation & Records Management:
  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.
• Meeting, Committee & Governance Support:
  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.
• Budget, Purchasing & Administrative Support:
  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.
• Academic, Faculty & Event Support:
  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.
• Confidentiality, Judgment & Mission-Driven Service:
  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.

Required:

• High School diploma or GED
• Minimum of three (3) years of…