Executive Assistant, Institutional Advancement and Legislative Affairs CFNRESDV

Overview

The College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, vitally connected to our local area for over 50 years. We prepare students for a lifelong passion for learning on our 273-acre campus which is home to nine associate degrees and a wide variety of professional and technical certificates. Many of these credentials prepare students to seamlessly articulate into the baccalaureate programs of our higher education partner institutions.

College of DuPage is committed to student success and values an inclusive and welcoming community environment. We are an equal opportunity employer committed to diversity in the workforce. Our connection to the larger metropolitan area is essential to our success and provides a wealth of diverse cultural and recreational opportunities.

Reporting to the Vice President for Institutional Advancement/Foundation and Legislative Affairs, the Executive Assistant provides administrative support to the Vice President for Institutional Advancement/Foundation and Legislative Affairs. This position is also responsible for providing support for the Foundation and the Board of Trustees as directed. The Executive Assistant manages the operational functions of the Institutional Advancement/Foundation & Legislative Affairs Office, including supply inventory and ordering, budget use and tracking, equipment maintenance, knowledge of the College purchasing system and an understanding of College forms and procedures.

Maintain the Vice President s calendar, as well as the general Institutional Advancement/Foundation and Legislative Affairs Office and the Board of Trustees calendars. Also provide support for the Foundation Board as needed. Serve as central point of contact for communication for the Institutional Advancement/Foundation and Legislative Affairs Office with the College s internal and external communities regarding the work and activities of the Foundation Board.

Assist in the preparation of monthly Trustee Meetings, prepare agendas for Board and Committee meetings; coordinate, assemble and distribute Board and Committee packets prior to each meeting both in electronic and paper format. Work with Events Coordinator to set-up meetings; develop menus and contact catering; supply refreshments for meetings held on and off campus; and record meeting minutes. Help create and ensure accuracy in the preparation of written materials, including PowerPoint presentations, proposals, charts and correspondence in support of the Vice President.

Manage the preparation of documents, filing timely call reports and assisting with the flow of material and relationships through the Vice President for the Institutional Advancement/Foundation and Legislative Affairs Office. Investigate, organize, interpret and prepare appropriate written responses (via email and printed letters and memos) for matters received in the Vice President s office. Provide similar support for the Board of Trustees as needed.

Maintain formal, accurate and authentic records of the Institutional Advancement/Foundation and Legislative Affairs Office and its work. Preserve pertinent documents of the Institutional Advancement/Foundation and Legislative Affairs and maintain master file of Board packets in paper and electronic form. Manage business and operational functions of the Institutional Advancement/Foundation and Legislative Affairs Office. Provide directions and greet visitors and guests including routing guests, maintaining office supplies and equipment and updating the Institutional Advancement/Foundation and Legislative Affairs Office website.

Make all travel arrangements for the Vice President and Trustees as needed; complete and submit expense reports. Perform other duties as assigned.

• Education
• Associate s degree or equivalent related experience required.
• Experience
• Three to four (3-4) years as an executive level secretary including proficiency in Microsoft Office required.
• Excellent secretarial and administrative skills, ability to synthesize Board minutes, high degree of competency in meeting and handling various…