Job Information
North Central College, IL Executive Assistant, Office of the President in Naperville, Illinois
Employment Status: Administrative
Description of Key Responsibility:
Implementing and supporting the goals and objectives of the Office of the President by facilitating the day‐to‐day operations of the Office and efficiently managing the President’s time through development and coordination of a complex calendar of appointments, meetings, social engagements and College and community functions with individuals and groups. Provide the President with background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, and interviews, while providing the information at the right time, in the right format (copy, electronic, via calendar entry).
Manage administrative operations for the Board of Trustees, assuring facilitation of board meetings and support for all Board activities, and implement communications to Trustees at the direction of the vice president for communication and president. Provide and maintain official minutes from all board meetings, preparing and safeguarding executive session meeting minutes. Prepare and distribute relevant materials to Board members in advance of the Board meetings.
Schedule and arrange meetings and appointments for the President, and make travel arrangements and prepare itineraries accordingly. Maintain contacts on behalf of the President, Trustees and other important constituents.
Plan meetings and events—including invitations and RSVPs, ongoing event communication, menu planning, room setups, parking and transportation accommodations, in person and remote attendance, and other details—for the President, the Board of Trustees, and in certain instances the campus community at the direction of the Vice President for Communication and the President. Such events must meet a standard of excellence while maintaining fiscal responsibility.
Maintain files and records for the Office of the President, including Board governance materials and minutes.
Work collaboratively with the Office of Institutional Communication to manage and implement a 12-month communication plan and distribute a variety of communications to the campus community on behalf of the President.
Review, proofread and format all correspondence prepared for the President’s signature to ensure accuracy and completeness, as well as consistency with the College’s policies. Format written speeches, remarks, and other correspondence for the President in preparation for speaking engagements and other events. This work will frequently require collaboration and partnership with the Office of Institutional Communication.
Effectively proofread and edit a variety of documents to ensure that all written materials represent an institution of higher learning.
Develop PowerPoint slide presentations that are professional and consistent with North Central College’s graphic standards.
Utilize the Microsoft Office Suite and other technologies to efficiently and effectively accomplish priorities within the Office of the President.
Greet and assist persons visiting and calling the Office of the President. Answer questions, research problems, serve as a resource, direct callers and visitors to other units throughout campus, record and forward messages, and schedule appointments for the President. Make every effort to intercept situations or issues that can be resolved without Present’s attention. Respond to and handle confidential and sensitive information with judgment, poise, tact and diplomacy.
Complete budget transactions and generate regular reports while monitoring the budget for the Office of the President.
Maintain the internal and external websites for the Office of the President and the Board of Trustees, ideally with previous experience using a content management system ( CMS ).
Provide administrative support for certain campus-wide committees as directed by the Vice President for Communication and the President.
Manage professional association memberships and subscriptions for the Office of the President, renew memberships, and maintain communication with the organizations as directed by the President.
Utilize the College’s private online portal, OnBoard, for maintaining communication with the Board of Trustees, updating reports, and scheduling meetings of the Board.
Develop and maintain a current Standard Operating Procedures manual and continually identify ways to streamline and increase efficiency in the Office of the President.
Provide administrative support for the Chair of the Board of Trustees as directed by the Vice President for Communication and the President; such responsibilities may include scheduling meetings for the Board, sending communication to trustees and other constituents on behalf of the Board chair, and planning events for the Board.
Establish a sense of trust, responsibility, and accountability with the Vice President for Communication, the President, and the Board of Trustees.
Demonstrate a strong commitment to continuous quality improvement.
Other duties and responsibilities as appropriately assigned.
OTHER KEY RESPONSIBILITIES
Support the College’s mission, vision and values, and contribute to the advancement of the College’s Strategic Plan.
Demonstrate a strong commitment to continuous quality improvement.
Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
Education/Training:
A bachelor’s degree is preferred. In lieu of a degree, applicants with a minimum of seven (7) years of equivalent higher education experience in an executive administrative capacity will be considered.
Experience:
A minimum of four (4) years administrative experience at the executive level required.
Position Summary:
To provide executive administrative assistance and related support to the operations and services of the Office of the President.
