Executive Administrative Assistant

EXECUTIVE ADMININSTRATIVE ASSISTANT

8100324

Fully In-Person

University Staff

Full-Time

Non-Exempt

Rogers Park-Lake Shore Campus

VP FOR STUDENT DEVELOPMENT

STDNT DEVELOPMENT-OFFICE OF VP (03800A)

No

• The Executive Administrative Assistant in Student Development provides extensive administrative support to the VP for Student Development with appropriate discretion and confidentiality. Serves as a liaison between the VP and other university officers, deans, directors, administrators, faculty, staff, students, and students. Responsible for organizing & managing the VP's calendar. Coordinates internal & external meetings and events.
• Schedules meetings for the VP. Help prioritize requests for the VPs time.
• Serves as a key point for communication with VP.
• Communicates with university administrators, staff, faculty, students and non-Loyolans to assist in answering inquiries about Student Development.
• Arranges programs, events, and conferences by reserving spaces, ordering catering and coordinating other services, issuing information and invitations, coordinating speakers.
• Provides extensive administrative support for various projects and programs including project planning, creating, printing and distributing materials, coordinating expenses and reimbursements.
• Works closely with the Dean of Students administrative assistant and student assistants, providing back up coverage for the front desk operations.
• Receives visitors, answers phone and takes messages, responds to direct requests for information and/or forwards messages to appropriate staff.
• Provides occasional back up support to other Vice Presidents. Helps train and mentor new Executive Administrative Assistants.
• Takes minutes and action items at meetings and conducts follow-up on these activities. Provides meeting support as needed.
• Assists VP with quarterly Board of Trustee meeting preparation and follow-up. Coordinates meetings, prepares documents, posts information on BOT website, writes minutes, etc.
• Helps plan and organize meetings and events such as Chief Student Affairs Officers, Maroon & Gold Society, DSD In-Service, search committees, etc.
• Assists VP with travel arrangements.
  
  - Drafts/edits/copies reports and correspondence.
  
  - Maintains files and binders.
• Maintains budget and expense records for accounts in the Office of VP. Prepares Payment requests and purchase orders for the accounts in the Office of VP.
• Tracks and submits documentation for expenses and pro-card charges. Processes contracts and prepares for VP signature. Files and distributes signed contracts.
• Manages office equipment and machine maintenance.
• Manages office supplies including organization, inventory, issuance, and storage of supplies.
• Keeps kitchenette/copy room neat, stocked and well organized.
• Maintains schedule of OVP conference room. Keeps OVP conference room neat and assists guests with conference room computer and camera.
• In partnership with the administrative assistant to the AVP & Dean of Students, serve as back up for each other for major initiatives (coordination of Board of Trustees committee meetings, DSD meetings and trainings, etc.), coverage when one is absent or faced with staffing challenges for lunch breaks and in general.
• Performs other duties and responsibilities as assigned.

Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.

• Bachelor's degree and 5 years of related experience.
• Demonstrated ability to work independently and as a collaborative member of a team of highly motivated and experienced professionals.
• Ability to communicate professionally and effectively with various constituents in person and through phone/email.
• Experience managing budgets and accounts.
• Strong working knowledge of MS Office Suite and database management.
• Excellent typing and word-processing.
• Strong time management and problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to multitask and coordinate several projects at a time while remaining calm under pressure.
• Ability to determine priorities and to ask for direction when priorities are unclear.

None

Advanced knowledge of Microsoft Office Suite and adept…