Department: Administration & Planning
Salary/Grade: EXS/8

The Office of Administration and Planning is seeking a highly motivated and detail-oriented individual to advance the work of Northwestern University's Board of Trustees through the successful management and execution of Board meetings and events and the facilitation of Trustee engagement. This position is responsible for scheduling, planning, communicating, and executing logistical details related to the meetings of the Board of Trustees and its committees, formal dinners, and other events. This position is great for a candidate who enjoys sophisticated logistical planning, event execution, and who is interested in understanding and facilitating governance operations at a top-tier research institution. The ideal candidate will have experience working with executives, will demonstrate the ability to multi-task, prioritize, and manage multiple ongoing projects, have excellent oral and written communication skills, and demonstrate a commitment to providing a high level of service. Familiarity with Social Tables event planning software is a plus. If you feel like this could be a great career match, please apply today!

Job Summary:

The Senior Program Administrator for Board Events reports directly to the Director for Administration and Planning and Associate Secretary to the Board of Trustees, and is responsible for advancing the work of the Board of Trustees through the successful management and execution of Board meetings and events and the facilitation of Trustee engagement. This role is specifically responsible for scheduling, planning, communicating, and executing logistics related to the meetings of the Board of Trustees and its committees, formal dinners, and other events. This position requires exceptional communication and project management skills to execute important functions and to communicate with key stakeholders throughout the University, including Trustees and University Senior Leadership and faculty.

Specific Responsibilities:

• Manage detailed logistical preparations for all Board of Trustees meetings and events; effectively determine deadlines, and track and delegate responsibilities to Office of Administration and Planning staff, in order to guarantee successful execution.
• Represent the University and the Office of Administration and Planning at Board of Trustees events; lead the execution of Board meetings and events.
• Coordinate with Office of the President, Board Chair, and other Trustees to schedule Full Board and committee meetings three years in advance.
• Coordinate off-cycle meetings with University Senior Leadership and Board Chair one year in advance.
• Schedule and execute logistics for the annual 2-day orientation for new Trustees.
• Schedule pre-Board meetings and other meetings that support the work of the Board with University Senior Leadership.
• Identify and reserve necessary venues throughout the Evanston and Chicago Campuses two years in advance of meetings.
• Communicate and arrange for meeting needs with facilities representatives on and off campus.
• Assist the Director in contracting third party vendors (including catering, A/V, etc.), communicating desired arrangements for programming.
• Liaise with the Alumni Relations and Development Special Events team, a partner to the Board of Trustees Office on some large-scale Board events.  
• Liaise with University Police to determine necessary security measures for meetings and events of the Board; represent the Board of Trustees at quarterly security planning meetings.
• Plan and conduct site visits with Special Events team and third party vendors, paying keen attention to detail and applying a deep understanding of the functional necessities and desires of the Board.
• Manage VIP guest lists, seating assignments, dietary restrictions, etc., for largescale and highly visible events; utilize Social Tables software to create seating layouts and manage guest attendance.
• Take notes and produce digest reports and/or minutes for breakout sessions or meetings of the Board, as needed.
• Respond to ad hoc requests as they relate to the Board of Trustees, and other departments of the University.
• Manage involvement of the Board Chair and other Trustees in annual Commencement exercises, in conjunction with the Office of the Provost, the Office of the President, Special Events, and Athletics.  
• Liaise with athletics staff to arrange Trustee experiences for athletic games and events.

Minimum Qualifications:

• Successful completion of a full four-year course of study in an accredited college or university leading to a bachelor’s or higher degree.
• 4 years progressive professional experience, preferably in events at an academic institution

Preferred Qualifications:

• Experience working for a Board of Trustees or Directors.
• Fluency in Social Tables.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.