Executive Administrative Assistant/Academic Affairs

University of Northwestern - St. Paul; Saint Paul, Northern (MN, KY); Hybrid; USD 36,000 - 39,000; Full time

Benefits offered by this job

Benefits overview

Campus environment

Job summary

University of Northwestern – St. Paul is seeking an Executive Administrative Assistant to support the Provost & Vice President for Academic Affairs on the St. Paul campus.

The role encompasses high-level administrative tasks, calendar coordination, travel planning, and confidential documentation management in a faith-based university setting. The position emphasizes discretion, organizational excellence, and alignment with the institution’s Christ-centered mission and values while

Qualifications

• Minimum of three years of progressively responsible administrative or executive support experience.
• Demonstrated ability to manage executive calendars, emails, travel, and documents with discretion.
• Commitment to Christ-centered mission and values of the University.

Responsibilities

• Manage daily operations of the Office of Academic Affairs and serve as primary contact for faculty and departments.
• Maintain Provost’s calendar, coordinate meetings, travel, and meeting materials.
• Prepare and edit correspondence, reports, agendas, and minutes; ensure filing accuracy.
• Support governance, accreditation processes, and academic policy activities as applicable.
• Assist with budget, purchasing, and office supply management.

Skills

Independent & teamwork

Confidentiality

Organizational skills

Written & verbal communication

Financial oversight

Technical proficiency

Flexibility

Background checks

Education

Bachelor’s degree

High School diploma or GED

Tools

Microsoft Office

Job description

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

Who We Are:
Northwestern is a faith-driven community, UNWavering 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.

Position Summary:
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.

Key Responsibilities:

• 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.

Qualifications:

• 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.

Nice to Have:

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

Key Skills:

• 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.

Work Environment:

The work environment involves working for a suburban, Christian university or Christian owned and operated radio station alongside those with a demonstrated commitment and personal relationship with Jesus Christ, a commitment to the mission and values of Northwestern, and an agreement to abide by all Northwestern policies.

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.

Northwestern's Benefits Overview