Inside Higher Ed · 8 hours ago
Executive Administrative Coordinator to the Executive Vice President and Chief of Staff
Sugar Grove, IL
Full-time
Onsite
Senior Level
$28.86/hr - $34.77/hr
7+ years expInside Higher Ed is seeking an Executive Administrative Coordinator to support the Executive Vice President and Chief of Staff at Waubonsee Community College. This role involves providing high-level administrative and logistical support, managing complex calendars, and ensuring efficient operations within the Office of the President.
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Responsibilities
Serve as the primary administrative support to the Executive Vice President and Chief of Staff
Perform highly responsible and complex administrative work, exercising independent judgment
Strategically manage a complex calendar, scheduling internal and external meetings with a wide range of stakeholders including students, faculty, staff, elected officials, national organizations, and community partners
Coordinate travel arrangements, itineraries, travel expense reports, p-card reconciliation, and associated logistics aligned with institutional events and responsibilities
Track key dates, legislative engagements, deliverables, and institutional deadlines for the Executive Vice President and Chief of Staff and the Office of the President, including awards and conference presentation proposals as identified at the institutional level
Support the planning and logistics for events led by the Executive Vice President and the Office of the President
Provide back-up support to the Executive Administrator Coordinator to the President as needed or requested
Prepare and submit requisitions, purchase orders, and other departmental paperwork in accordance with college procedures as needed or requested
Assist with preparation of materials for board meetings, institutional and committee meetings
Draft and format ad hoc internal and external communications, talking points, reports, and presentation materials with a high level of accuracy and professionalism, as needed or requested
Prepare and distribute agendas, materials, follow-up notes and action items for departmental and cross-functional institutional meetings, as needed or requested
Proofread and review documents to ensure clarity, accuracy, and tone appropriate to the Office of the President
Answer and monitor calls for the Executive Vice President and Chief of Staff
Assist the Executive Vice President and Chief of Staff with monitoring and organizing email to ensure appropriate responses and actions have been met, including replying to, and sending, emails on behalf of the Executive Vice President and Chief of Staff as necessary or as requested
Serve as liaison with the offices and staff that report to the Executive Vice President and Chief of Staff to maintain linkages between the staff of the unit with that of all other college offices and outside organizations utilizing written and oral communications
Coordinate recurring meetings for internal policy development meetings, RISE 2030 meetings and ensure action items are completed
Assist with developing and maintaining a departmental procedures manual to ensure consistent practices and onboarding documentation
Provide backup for the Executive Administrative Coordinator to the President/Clerk of the Board and other Office of the President Administrative Specialists as needed
Serve as a collaborative member of the Office of the President, modeling professionalism, initiative, discretion, and a commitment to excellence
Manage highly sensitive institutional information with discretion, professionalism, and political acumen
Exercise independent judgment in assessing risks, prioritizing issues, and escalating matters to executive leadership as appropriate
Perform a variety of other job-related duties as assigned
Qualification
Required
Associate degree required; Bachelor's degree preferred
Minimum of 7-10 years of progressively responsible executive administrative experience, preferably in an executive office environment assisting an executive
Excellent written, verbal, and interpersonal communication skills
Demonstrated ability to manage multiple priorities with attention to detail and deadlines
Experience with event planning
High proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
Professional demeanor with strong judgment, ability to work independently, confidentiality, and tact
Demonstrated experience with taking initiative to keep projects moving
Occasional overtime may be required depending on the needs of the department
Occasionally may need to lift up to 30 pounds
Ability to type 60 wpm
Excellent time management skills
Ability to work well with others and demonstrate leadership, collaboration, and teamwork
Preferred
Experience in a community college and/or institution of higher learning preferred
Understanding of higher education governance and policy environments, preferred
Benefits
Comprehensive benefits package
Generous time off
Low-cost medical, dental, and vision plans
Secure pension plan through SURS
14 paid holidays, including winter and Thanksgiving breaks
Company
Inside Higher Ed
Inside Higher Ed is the online source for news, opinion, and jobs related to higher education.
51-200 employees
Funding
Current Stage
Growth StageTotal Funding
unknown2022-01-10Acquired
2006-08-31Series Unknown
Leadership Team
Stephanie Shweiki
Director, Foundation Partnerships
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