Executive Assistant to Executive Vice President; EVP Job Plainfield area,Illinois USA,Administrative/Clerical

Position: Executive Assistant to the Executive Vice President (EVP)

Position Title: Executive Assistant to the Executive Vice President (EVP)

Overview

POSITION TITLE:

Executive Assistant to the Executive Vice President (EVP) STATUS:
Full time DEPARTMENT:
Executive Vice President DIVISION:
President’s Office CLASSIFICATION:
Exempt UNION:
Non-union

REPORTS TO:

Executive Vice President PLACEMENT:
Professional, Grade S9 HIRING RANGE: $60,049 - $67,555 annually

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age, and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

Position Summary

Reporting directly to the Executive Vice President (EVP), the Executive Assistant provides executive level support and exercises a high degree of confidentiality and discretion. Maintains a close and highly responsive relationship regarding day-to-day office management activities with the EVP, Chief of Staff for Strategic Initiatives and Operational Excellence (CoS), and other team members. Acts as a liaison to the direct reports and Cabinet level teams;

organizes and coordinates executive outreach and external relations efforts; oversees special projects. Work requires knowledge and understanding of the institution’s mission and vision, strategic plan, programs, and procedures.

This position works independently on projects, from conception to completion, exercising confidentiality and discretion. Demonstrates commitment to continuous quality improvement and to providing outstanding service to internal and external stakeholders and maintaining an overall standard of excellence for the staff in the Office of the EVP.

Essential

Job Duties and

Key Responsibilities

Perform comprehensive office management duties to ensure operational efficiency. Effectively anticipate and prioritize competing demands, manage issues proactively and expeditiously, and ensue consistent follow-through. Act as a key communication bridge between the EVP's office and internal departments as well as external constituencies, effectively maintaining the highest levels of professionalism, credibility, trust, and support.

Welcome, greet and assist visitors; review and route correspondence; coordinate meetings, events, and special functions; answer questions and meeting requests. Respond professionally and with discretion to inquiries, comments, and concerns from Trustees, students, faculty, and staff, referring concerns to the appropriate office as needed.

Keep the EVP, CoS and team members informed of upcoming commitments, deadlines, and responsibilities. Proactively track projects, provide timely follow up, and ensure successful completion through effective coordination, consistent communication, and support for timely decision making.

Research, prioritize, and follow up on incoming issues and concerns. Assess and determine appropriate course of action, referral, or response to ensure timely and effective resolution.

Assist with day-to-day office budget monitoring, including expense tracking, reconciliation, and reporting. Initiate and complete all expense requisitions and reports within the college’s information system in a timely manner, ensuring all expense deadlines are met. Support the preparation and management of the annual office budget, ensuring accuracy, compliance, and effective oversight.

Complete a broad variety of administrative duties, including calendar management; composing and preparing correspondence, presentations, and letters; maintaining webpages; coordinating travel arrangements, accommodations, itineraries, and agendas; and compiling materials for travel-related meetings.

Prepare and deliver monthly reports and presentations as directed to support leadership review and decision-making.

Complete projects and special assignments by establishing objectives, conducting research, determining priorities, managing time, gaining cooperation and coordination of others, monitoring progress, problem-solving, and adjusting plans to meet deadlines and directives.

Communicate…