Administrative Assistant

Administrative Assistant

Illini Union, University of Illinois Urbana-Champaign

Serves as the assistant for the Executive Director and oversees the organization, coordination, and execution of administrative functions of the Illini Union Executive Director's Office. Supervises administrative staff and manages complex assignments.

• Organizational Coordination and Project Planning
  • Manage calendars and complex scheduling for the Executive Director and Senior Associate Director for Facilities and Operations; coordinate calls/meetings and prepare agendas and supporting materials.
  • Responsible for primary logistical, financial, and volunteer coordination for events and programs, including annual Service Awards Luncheon.
  • Work with the Team Acknowledgment and Recognition Committee to ensure successful execution of the program and provide debrief and recommendations.
  • Plan and coordinate senior leadership team meetings and events (retreats, recognition events, biweekly/quarterly meetings, Town Halls, webinars, trainings, workshops).
  • Attend, actively participate, and take minutes from senior leadership team meetings to be shared with team members post‑meeting, noting and tracking decisions made and action items.
  • Coordinate meeting arrangements and logistics (facilities, catering, entertainment, hotel blocks, printing, advance distribution of briefing materials).
  • Serve as liaison and provide authoritative information/support to internal departments and external stakeholders (campus partners, tenants, community/state/regional/national contacts).
  • Coordinate involvement with professional organizations (e.g., ACUI, NACA, APPA) and related member meetings; coordinate with executive offices and their staff for meeting logistics.
  • Manage and update organizational reference materials (biographical information for senior leaders and org charts).
  • Maintain organization‑wide operational calendar and track significant responsibilities/deadlines; proactively notify leadership of upcoming deadlines.
• Administrative Support and Supervision
  • Principal administrative support to the Executive Director and senior leaders, including confidential correspondence and report drafting.
  • Supervise and coordinate administrative support coverage: train, supervise, and evaluate office support; support seasonal workflow planning and annual responsibilities.
  • Manage key contact lists and distribution lists for communications (website access, listservs, mail distributions, emergency communications).
  • Prepare and distribute sensitive internal personnel correspondence (e.g., salary and promotion communications).
  • Develop communications/publications with shared marketing services (announcements, letters, newsletters, promotional materials).
  • Manage branded materials and office supplies (research/order branded items; oversee organization‑wide supply budget and distribution).
  • Other duties as assigned to fulfill the needs of the team.
• Financial and Travel Processing
  • Arrange travel logistics for the Executive Director and others as needed (itineraries, flights, hotels, off‑site venues, meals, AV).
  • Prepare and submit travel reimbursements (review/scrutinize reimbursements for compliance with requests and budget).
  • Manage organization‑wide travel budget and tracking (annual travel proposals and projections; review/analyze travel requests for approval; maintain itemized travel/professional development expense records; monitor fiscal‑year allocations).
  • Manage the New Strategic Initiative process, gathering data/proposals, confirming accurate estimates and documentation, coordinating presentation to senior leadership, notifying department heads of approval/denial and next steps, and tracking budgeted expenses.
  • Oversee general building supply inventory, ordering, and budgeting.

The work is performed in a high‑traffic area with frequent interruptions. Limited hybrid work may be approved under exigent circumstances. Some work may be required during evenings and/or weekends.