Executive Assistant and Foundation Board Professional

About Oakton College:

Educate. Empower. Transform

At Oakton College, we know education changes lives - and that starts with the people who make it happen. For more than 50 years, we've built a welcoming and inclusive community where students from all backgrounds and experiences thrive.

We're looking for passionate educators, professionals and leaders to join our team. Whether in the classroom, student support, or behind the scenes, your talents and expertise will make a difference and shape the future.

We provide dynamic learning environments that empower students and employees alike with campuses in Des Plaines and Skokie and a Health Careers Education Center in Evanston.

As a proud institution accredited by the Higher Learning Commission, Oakton is more than a college – it's a place where innovation, equity and lifelong learning drive everything we do. We value diverse perspectives, embrace new ideas and are dedicated to fostering an inclusive and student‑centered culture.

The Executive Assistant and Board Professional provides high‑level administrative and strategic support to the Executive Director of the Educational Foundation and Chief Advancement Officer of the College. This individual plays a critical role in coordinating day‑to‑day operations, managing complex calendars and communications, and serving as the key liaison to the Foundation's Board of Directors. The role requires exceptional organizational, interpersonal and communication skills, and the ability to work proactively, confidentially, and independently in a fast‑paced environment.

• Provide direct administrative support to the Executive Director/Chief Advancement Officer, including scheduling meetings, coordinating logistics, confirmations, materials, and ongoing appointment and calendar management.
• Prepare correspondence covering a wide range of subjects for ED/CAO or own signature, including composing, editing, typing, and proofing.
• Receive visitors, answer telephones, review inquiries and represent the ED/CAO to students, employees, donors, public officials and citizens, exercising discretion in obtaining and providing factual and confidential information.
• Assist with timely review and approval for check requests and disbursements, invoices, travel requests and arrangements, expense reports, and the like.
• Coordinate logistics and compile meeting materials for the ED/CAO's team meetings and external engagements.
• Build and maintain invitation lists and RSVP management for institutional events in collaboration with the President's Office.
• Support the ED/CAO with call reporting and other information updates in the Foundation's constituent relationship management system.
• Serve as a trusted partner in managing sensitive and confidential information.

• Serve as the primary liaison to the Foundation Board of Directors, supporting the governance, operations, and engagement of the Board.
• Maintain Board member information dashboard and portal with critical information related to nominations, member approval, matrix, member terms, and official printed and electronic listings, in accordance with board governance best practices.
• Develop and maintain the annual Foundation Board calendar, including Board meetings, events, and committee schedules. Ensure appropriate events appear in the Foundation Board's information portal.
• Support the preparation and distribution of Board meeting materials.
• Coordinate, inform and distribute the weekly message to Foundation Directors, informing and updating them on college and foundation activities.
• Support new board member onboarding, board mentors and ongoing engagement initiatives.
• Manage logistics related to Foundation Board meetings and gatherings including the quarterly board meeting, retreats, social, and annual joint meeting with the Board of Trustees.
• Maintain official records of the Foundation, including bylaws, board policies, and committee charters.

• Manage and organize key Advancement‑related files and documents, ensuring efficiency and accuracy.
• Assist with…