Executive Assistant to the Executive Vice President & Provost (481)

Northern Illinois University; DeKalb (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

Northern Illinois University is seeking an Executive Assistant to the Executive Vice President & Provost. This role serves as the principal administrative and operational support professional to the EVP/P, handling confidential matters and coordinating strategic initiatives across the division.

The position requires independent judgment, discretion, and the ability to manage executive communications, governance activities, and high-level scheduling with university leadership and external

Qualifications

• Executive Assistant to EVP/P requires high discretion and independent judgment.
• Experience coordinating executive-level projects, governance activities, and senior administrative processes.
• Strong liaison between the EVP/P and university leadership, deans, faculty, staff, and external partners.

Responsibilities

• Independently manages and prioritizes the EVP/P’s complex executive calendar, travel, meetings, speaking engagements, and divisional events.
• Coordinates all executive travel arrangements, itineraries, reimbursements, and compliance with regulations.
• Manages Provost email box and responds on behalf of the EVP/P as appropriate.
• Represents the EVP/P in meetings, committees, correspondence, planning activities, and interactions with stakeholders.
• Analyzes and resolves sensitive requests, concerns, and issues on behalf of the EVP/P with discretion and confidentiality.
• Coordinates Provost Deans Roundtable, Council of Deans, Academic Planning Council, and other executive meetings, including agenda development and minutes.

Job description

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Executive Assistant to the Executive Vice President & Provost (481)

Working Position Title Executive Assistant to the Executive Vice President & Provost (481)

Classification

Classification Executive Assistant

Position Number

Position Number 00000481

Open Date

Open Date 10/07/2026

Close Date

Close Date 10/14/2026

Priority Review Date

Employee Class

Employee Class Staff

Full-Time/Part Time

Full-Time/Part Time Full-Time

FTE

FTE 1.00

Position Status

Position Status Regular

FLSA

FLSA Exempt

Job code

Job code 3260

Union Representation

Union Representation Non-Union

Union Code

Union Code N/A

Unit/Department

Unit/Department Office of Exec VP and Provost

College/Unit

College/Unit Office of the Exec VP and Provost

Division

Division Academic Division

Location

Location AL 215

Link to Department Website or Custom Search Page

Position Summary, Requirements, and Qualifications

Position Summary, Requirements, and Qualifications

Overview

The individual in this position is the key operational administrative assistant to the Executive Vice President and Provost. This individual serves as the primary liaison in oral and written communication between the EVP /P and all on- and off-campus administrative offices and agencies and is responsible for providing briefing information to the EVP /P for upcoming meetings and for the daily scheduling of the Provost’s meetings and activities. This individual operates as the chief of staff and represents the EVP /P both in written and oral communication as well as in person, as appropriate.

Position Summary

The Executive Assistant serves as the principal administrative and operational support professional to the Executive Vice President and Provost ( EVP /P). The position exercises a high degree of independent judgment, discretion, and decision-making authority in managing executive communications, strategic initiatives, divisional operations, governance activities, Board of Trustees matters, personnel processes, and institutional relationships.

The Executive Assistant serves as a primary liaison between the EVP /P and university leadership, deans, faculty, staff, students, trustees, governmental agencies, external organizations, and community partners. The position coordinates executive-level projects, board activities, senior administrative searches, divisional initiatives, and personnel processes while regularly handling highly confidential and sensitive institutional matters.

Essential Duties and Responsibilities

Administrative Management

• Independently manages and prioritizes the EVP /P’s complex executive calendar, competing commitments, travel, meetings, speaking engagements, and divisional events.
• Coordinates all executive travel arrangements, itineraries, reimbursements, and compliance with university and state travel regulations.
• Manages Provost email box to EVP /P’s email to ensure priority items are being responded to. Independently respond on behalf of the EVP /P as appropriate.
• Serves as the principal liaison between the EVP /P’s Office and internal and external constituencies including university leadership, deans, faculty, students, the President’s Office, Board of Trustees, Illinois Board of Higher Education, governmental agencies, external organizations, community leaders, and higher education partners.
• Independently represents the EVP /P in meetings, committees, correspondence, planning activities, and interactions with internal and external stakeholders while exercising substantial discretion and judgment.
• Independently analyses, responds to, and resolves sensitive requests, concerns, complaints, and issues on behalf of the EVP /P while exercising sound judgment, diplomacy, and confidentiality.

Program & Meeting Management

• Coordinates and manages Provost Deans Roundtable, Council of Deans, Academic Planning Council, and other executive leadership meetings, including agenda development, background materials, meeting logistics, minutes, action-item