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The Community Solution Education System · 18 hours ago

Executive Assistant, Chancellor's Office

Chicago, IL

Full-time

Onsite

Mid, Senior Level

$85K/yr - $90K/yr

5+ years exp

The Community Solution Education System is seeking an experienced Executive Assistant to provide direct support to the Chief of Staff and to work in close partnership with the Director of the Chancellor’s Office. The role involves high-level administrative support, managing calendars, coordinating travel, and assisting with governance activities to ensure seamless operations within the Chancellor’s Office.

CommunitiesEducation

Responsibilities

Manage complex calendars for the Chancellor and Chief of Staff; schedule meetings, appointments, and ensure all materials are prepared and distributed

Arrange and confirm executive travel, ensuring a seamless experience

Submit, reconcile, and track expense reports and departmental invoices

Draft, edit, and proofread documents including agendas, reports, correspondence, and presentations

Prepare daily calendars and meeting packets (PDF and printed) for in-office and remote days; ensure agendas and materials are attached to calendar entries

Coordinate meeting set-ups, including room reservations, technology needs, catering, and on-site logistics

Record and prepare accurate meeting minutes for key meetings, including Board-related sessions, and distribute promptly to appropriate stakeholders

Assist the Director of the Chancellor’s Office on key projects and special events

Assist with preparation of materials, projects, and logistics related to Board of Trustees and governance activities

Serve as a liaison between the Chancellor’s Office and other departments to ensure smooth communication and collaboration

Monitor, scan, and categorize emails for the Chief of Staff; take action as appropriate; and flag urgent matters as needed

Learn and adapt to new tools to enhance team efficiency; identify opportunities to streamline processes

Qualification

Executive supportMicrosoft Office SuiteOrganizational skillsCommunication skillsTime-management skillsMulti-taskingConfidentialityAdaptabilityAttention to detail

Required

Proven experience supporting senior executives in a fast-paced environment

Strong organizational and time-management skills with attention to detail

Excellent written and verbal communication skills, including experience drafting meeting minutes

Proficiency in Microsoft Office Suite and ability to learn new technology quickly

Ability to handle confidential information with discretion

Comfortable working in-office and coordinating across multiple departments

High level of reliability, discernment, and commitment to maintain confidentiality

High attention to detail is a must

Must be responsive, quick-thinking, collaborative, demonstrate a willingness to learn, and possess an innate ability to anticipate and respond to issues

Must be able to adapt to a fast-paced and changing environment while maintaining a positive attitude

Must possess advanced knowledge/skills in Microsoft Office including Word, Excel, PowerPoint, OneDrive, Office 365 Suite, and Microsoft Outlook, understanding automation tools and advanced technology a plus

Understanding of various programs such as, Microsoft Teams, Zoom, Diligent Boards, Concur, Workday. Must be willing to learn these applications

Excellent written communication skills with consistent application of correct spelling, punctuation, and grammar for preparing and proofreading various documents and reports, including drafting and editing executive facing deliverables

Ability to multi-task and maintain a high level of productivity and efficiency

Ability to manage immediate requests and regular job duties with a sense of urgency

Bachelor's degree, will consider experience in lieu of degree

Five+ years of related experience required

Preferred

Preferred experience supporting advanced systems and experience with technology

Benefits

Generous paid time-off

Medical and dental insurance coverage

Life and disability insurance

Retirement plan with employer contribution

Multiple flexible spending accounts

Tuition reimbursement

Company

The Community Solution Education System

The Community Solution is an integrated, nonprofit system of colleges and universities that work collaboratively to advance institutional sustainability, student success, and community impact.

Founded in 2009

Chicago, Illinois, USA

51-200 employees