Head of Operations Management (m/w/d)

Department: Office of the Provost
The expected salary for this position is between $95,000 - $110,000 per year, in alignment with departmental equity and market data.

The Director of Operations is a key position within the Office of the Provost and serves as a trusted operational partner to the Provost and Vice Provost/Chief of Staff. The Director is responsible for ensuring the seamless management of the Provost's complex schedule, daily operations, travel, meetings, events, and administrative priorities, allowing the Provost to maximize time focused on institutional leadership and strategic priorities.
Working with a high degree of independence, judgment, discretion, and confidentiality, the Director manages the day-to-day operational needs of the Provost and serves as a central point of coordination among the Provost, President, Deans, Vice Presidents, faculty, staff, students, trustees, and external constituents. The Director expertly manages the Provost's complex calendar and scheduling, including competing institutional priorities, high-level meetings, events, travel, and engagements involving multiple senior leaders and stakeholders. The Director ensures the Provost is fully prepared for meetings and events by coordinating agendas, briefing materials, presentations, background information, logistics, and follow-up.
Under the direction of the Vice Provost, the Director also oversees operational activities supporting the Provost, including travel, expense management, event logistics, meeting coordination, and special projects. In partnership with colleagues across the Office of the Provost and the University, the Director coordinates activities that require cross-functional collaboration and ensures a high level of operational excellence.
The Director serves as an ambassador for the Office of the Provost and provides a welcoming, professional, and highly responsive experience for internal and external guests. This position requires exceptional organizational skills, sound judgment, diplomacy, discretion, and the ability to anticipate needs and effectively manage competing priorities in a fast-paced executive environment.
This is a five-day-per-week, on-site position with occasional evening and weekend responsibilities associated with University events and the Provost's schedule.
Provost Operations and Executive Support

Serves as a trusted operational partner to the Provost and Vice Provost/Chief of Staff and provides specialized, complex, and highly confidential executive support.
Manages the day-to-day administrative operations supporting the Provost and ensures priorities are effectively coordinated and executed.
Serves as a central point of coordination between the Provost and senior University leaders, including the President, Deans, Vice Presidents, faculty leaders, and their staffs.
Represents the Office of the Provost with professionalism, tact, diplomacy, and sound judgment when interacting with internal and external constituents.
Handles highly sensitive and confidential information with discretion and maintains strict confidentiality at all times.
Coordinates communications and independently prepares correspondence, agendas, meeting materials, minutes, talking points, and other documents on behalf of the Provost.
Works collaboratively with Office of the Provost staff and University partners to coordinate priorities and maintain operational continuity.
Calendar Management and Executive Scheduling

Owns the management of the Provost's complex calendar and applies a high degree of independent judgment when prioritizing competing requests and determining the most effective use of the Provost's time.
Manages complex scheduling involving multiple senior leaders, faculty, staff, external constituents, conference calls, virtual meetings, and other engagements.
Coordinates meetings and engagements from initial scheduling through completion, including room reservations, technology, catering, attendee coordination, materials, and follow-up.
Ensures the Provost is fully prepared for meetings and engagements by coordinating briefing materials, presentations, agendas, background information, talking points, and other relevant materials.
Coordinates complex domestic and international travel arrangements, including itineraries, logistics, meeting schedules, and related documentation.
Partners with colleagues across the University to coordinate event logistics, schedules, invitations, guest lists, venues, catering, materials, and other operational requirements.
Serves as a key point of contact for the Provost's events and ensures that events are professionally executed and aligned with the Provost's priorities.
Provides on-site support for select events and engagements, including occasional evening and weekend responsibilities.
Develops and maintains strong working relationships with University offices and external partners involved in the planning and execution of Provost engagements.
Budget and Financial Administration

Oversees and coordinates expense administration for the Provost, including expense reports, receipts, travel-related expenses, and other transactions.
Reviews financial transactions for accuracy, appropriate coding, and compliance with University policies and procedures.
Monitors expenses and provides information to support effective financial management of the Provost's activities and engagements.
Office Operations and Guest Experience

Serves as an initial point of contact for guests visiting the Provost and ensures a high level of professional guest service.
Maintains the Provost's official office space and meeting areas and ensures facilities are appropriately prepared for meetings and events.
Coordinates with University partners regarding facilities, technology, hospitality, and other operational needs.
Establishes and maintains professional relationships with internal and external constituencies and represents the Office of the Provost with a high degree of professionalism.
Special Projects and Operational Initiatives

Leads or supports special projects and initiatives on behalf of the Provost and the Office of the Provost.
Coordinates projects involving multiple stakeholders and ensures appropriate timelines, communication, and follow-through.
Conducts research, gathers information, prepares analyses, and develops materials to support decision-making and institutional priorities.
Identifies opportunities to improve administrative processes, systems, and workflows supporting the Provost and the Office of the Provost.
Bachelor's degree or the equivalent combination of education, training, and experience from which comparable skills can be acquired.

• 7 or more years of progressively responsible experience supporting senior executives, managing executive operations, or coordinating complex administrative and institutional activities.
• Demonstrated experience managing complex executive calendars, travel, meetings, and events.
• Experience coordinating executive-level events and institutional engagements.

Experience managing or coordinating complex projects involving multiple stakeholders.
Familiarity with university policies, procedures, and financial administration.
The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance.