Executive Administrative Assistant

Duties

Event Coordination & Management

* Manage event postings and updates within the registration and event management system (currently Learning Stream)

* Maintain accurate and current event listings across external platforms, including IARSS, ISBE, and IAAMS

* Coordinate and manage professional learning space reservations using Google Calendar

* Prepare, set up, maintain, and reset meeting spaces for professional learning events

* Coordinate food and beverage orders, including delivery, setup, and post-event cleanup

* Prepare and organize event materials, including sign-in sheets, name badges, and participant resources

* Partner with presenters to coordinate logistics and support presentation needs

* Maintain organized and accurate records for all events

* Ensure a high-quality participant experience from registration through credit issuance

* Exercise sound judgment in the purchasing of event-related supplies and services

Administrator Academy & Professional Learning Documentation

* Coordinate Administrator Academies in partnership with presenters, including scheduling, logistics, and execution

* Manage Administrator Academy scheduling and ensure accurate entry of credit into IAAMS

* Maintain organized digital and physical records for all events, including Administrator Academies, educator workshops, and information sessions

* Oversee compliance and documentation for all professional learning activities (on-site, off-site, and virtual), including Professional Development Hours (PDHs), Administrator Academies (AAs), and Continuing Education Units (CEUs)

Contract & Financial Processing

* Manage contract development and workflow processes for all professional learning events

* Maintain accurate and up-to-date tracking systems using Google Sheets

* Utilize internal spreadsheet scripts to generate contracts and related documents efficiently

* Collect and process required tax documentation (W-9, 1099) for presenters and consultants

* Create and manage event-related entries within the NCISC accounting system

* Support financial processing associated with professional learning activities, including invoicing and payments

* Establish and maintain regular review processes to ensure timely and accurate payment for events, team work cycles, and consultants

* Partner with the Professional Learning team to support billing and contract management

* Monitor expenditures to ensure alignment with budgetary parameters

Program & Grant Administration

* Provide administrative coordination and support for the annual ROE/ISC grant, including required documentation and periodic reporting

* Collect, organize, and maintain data to support internal tracking and external reporting requirements

* Monitor grant-related timelines, deliverables, and compliance expectations to ensure timely submission and accuracy

* Support the promotion, registration, and coordination of the Administrator Mentor and Leadership Coaching programs for North Cook districts

* Maintain organized records for program participation, communications, and outcomes

* Verify that all Professional Learning department expenses are accurately coded and aligned to the appropriate budget accounts

* Assist in reconciling program budgets and tracking expenditures to support fiscal accountability

Office & Team Support

* Maintain inventory of supplies, snacks, and beverages across Professional Learning spaces

* Procure and restock supplies for the Professional Learning team

* Provide responsive support for ongoing and emerging team needs

* Carry out additional responsibilities as assigned

Qualifications

* High school diploma or equivalent required;
Associate's degree or higher preferred

* Prior experience in an administrative, coordination, or similar support role

* Proficiency in Google Workspace (Docs, Sheets, Slides, Gmail, Calendar)

* Comfort learning and navigating new systems and tools, including Canva and electronic document management systems

* Strong organizational skills with the ability to manage multiple priorities with accuracy and follow-through

* Clear and effective written and verbal communication skills

* Ability to work independently while contributing to a collaborative team environment

* Strong attention to detail and problem-solving skills

Salary/Benefits

$45,000 - $60,000 annually (12 month position)

* Blue Cross Blue Shield medical insurance (PPO, High Deductible, or HMO) at no cost for the covered employee. Dependent coverage is available at a cost share

* Metlife dental insurance at no cost for the covered employee (dependent coverage is available at a cost share)

* Participation in the Illinois Municipal Retirement Fund (IMRF) pension system

* Life insurance at 1x annual salary + $50,000 AD&D insurance

* 12 vacation days per year (increased with each year of employment until 20 days per year is reached)

* 12 paid sick days per year

* 2 personal days per year

* At least 12 paid holidays per year

* Access to the Employee Assistance Program (EAP)

* 403b/457b retirement savings plans available

* Some positions…