Executive Assistant to the President
Department: Office of the President
Reports to: Associate Vice President and Assistant Secretary to the Board of Trustees
Status: Full-time, Salaried, Exempt
Illinois College is a residential, private liberal arts college located in the heart of Illinois, 70 miles northeast of Saint Louis, Missouri, and 30 miles west of Springfield, the Illinois State Capitol. True to its founding vision in 1829, Illinois College is a community committed to the highest standards of scholarship and integrity in the liberal arts. The College develops in its students qualities of mind and character needed for fulfilling lives of leadership and service, fostering academic excellence rooted in opportunities for experiential learning while preparing students for lifelong success.
This position’s primary purpose is to support, enhance, and reinforce all aspects of the work of the President of the College. The Executive Assistant must be able to analyze all matters as to sensitivity, relative importance, and immediacy. The Executive Assistant serves as a liaison between the President’s Office and students, faculty, staff, Board of Trustees, and external constituents. The Executive Assistant must embody the philosophy of enlightened hospitality, demonstrate a desire to join an academic community, and project a positive, professional image in representing the President’s Office and Illinois College in various capacities both off and on-campus.
The following list of duties is meant to be representative of the work performed in this position. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related or a logical extension of position responsibilities.
- Assist the President in creating meeting agendas, managing a wide range of institutional projects and committees, and maintaining records of results
- Manage the President's daily schedule, maintain her calendar, make travel arrangements, and prepare related materials in advance of meetings, trips, or events
- Work closely with administrative assistants in Cabinet member offices as a collaborative network of colleagues supporting the work of the President’s Office
- Provide support to the CFO on responsibilities related to the role of Assistant Secretary to the Board of Trustees, and coordinate the preparation of all needed Board documents and official minutes
- Provide support to the Illinois College Board of Trustees by coordinating meeting logistics, preparing materials, managing travel arrangements, and managing the Board of Trustees intranet site
- Manage the President's Office to include hospitality, budget, office equipment and supplies, and correspondence with internal and external constituents
- Collaborate with the Vice President of External Relations, Assistant Vice President of Major Gifts and Campaigns, and Executive Director of Development in managing a portfolio of major donors and stewardship activities
- Draft correspondence, reports, speeches, introductions, and remarks for the President, as needed
- Manage administrative oversight of the President’s Residence (Barnes House) including, but not limited to, coordinating repairs and needed work with the Facilities Management department
- Coordinate with Director of Campus Events on hospitality at Barnes House (e.g., receptions, dinners), and elsewhere on and off-campus
- Coordinate with the Division of External Relations on internal and external communications from the President’s Office
- Work with the Provost and Dean of the College and Executive Assistant to the Provost to accomplish goals when the President is not available on campus
- Bachelor’s degree, required. (In certain circumstances, years of experience may be substituted for a degree.)
- At least 7 years of administrative or other related experience
- Ability to develop and maintain collaborative working relationships, engage in creative problem-solving, and extend enlightened hospitality when working with others
- Excellent oral and written communication skills with superior interpersonal abilities
- Desire and ability to work in a fast-paced environment and effectively organize multiple projects simultaneously
- Excellent technology skills including demonstrated knowledge of programs, databases, internet, and social media sites
- Intercultural competency; ability to work with individuals from diverse backgrounds
- Ability to take initiative and work independently
- Ability to exercise appropriate discretion in working with highly confidential materials
To apply submit a cover letter, resume and list of references to the Office of Human Resources by email to firstname.lastname@example.org
Illinois College is an equal opportunity employer and encourages applications from underrepresented minorities and women.