Executive Administrative Coordinator to Executive Vice President and Chief of Staff

Overview

Executive Administrative Coordinator to the Executive Vice President and Chief of Staff
Full-time Support Staff
Sugar Grove Campus
Hybrid Option:
No

Join our dynamic team at Waubonsee Community College, where your career can flourish. We are committed to being an exceptional employer, offering a comprehensive benefits package with generous time off, low-cost medical, dental, and vision plans, and a secure pension plan through SURS. You'll also enjoy 14 paid holidays, including winter and Thanksgiving breaks. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students.

Your future starts here – join us today!

Waubonsee Community College is committed to hiring and retaining exceptional faculty and staff who are committed to the college’s culture of collaboration, professional growth and student success.

• Executive Support and Logistics:
  Serve as the primary administrative support to the Executive Vice President and Chief of Staff. Perform highly responsible and complex administrative work, exercising independent judgment. Strategically manage a complex calendar, scheduling internal and external meetings with a wide range of stakeholders including students, faculty, staff, elected officials, national organizations, and community partners. Coordinate travel arrangements, itineraries, travel expense reports, p-card reconciliation, and associated logistics aligned with institutional events and responsibilities.
  
  Track key dates, legislative engagements, deliverables, and institutional deadlines for the EVP/CoS and the Office of the President, including awards and conference presentation proposals as identified at the institutional level. Support the planning and logistics for events led by the EVP and the Office of the President. Provide back-up support to the Executive Administrator Coordinator to the President as needed or requested.
  
  Prepare and submit requisitions, purchase orders, and other departmental paperwork in accordance with college procedures as needed or requested. Assist with preparation of materials for board meetings, institutional and committee meetings.
• Communication and Coordination:
  Draft and format ad hoc internal and external communications, talking points, reports, and presentation materials with a high level of accuracy and professionalism. Prepare and distribute agendas, materials, follow-up notes and action items for departmental and cross-functional institutional meetings. Proofread and review documents to ensure clarity, accuracy, and tone appropriate to the Office of the President. Answer and monitor calls for the EVP/CoS.
  
  Monitor email to ensure appropriate responses and actions, including replying to and sending emails on behalf of the EVP/CoS as necessary. Serve as liaison with offices and staff that report to the EVP/CoS to maintain linkages between the staff of the unit and other college offices and outside organizations. Coordinate recurring meetings for internal policy development meetings and ensure action items are completed.
• Information and Document Management:
  Assist with developing and maintaining a departmental procedures manual to ensure consistent practices and onboarding documentation.
• Collaboration and Coverage:
  Provide backup for the Executive Administrative Coordinator to the President/Clerk of the Board and other Office of the President Administrative Specialists as needed. Model professionalism, initiative, discretion, and a commitment to excellence as a collaborative member of the Office of the President. Maintain confidentiality and exercise professional judgment.

• Minimum Qualifications:
  
  Associate degree required;
  Bachelor’s degree preferred.
• Minimum of 7-10 years of progressively responsible executive administrative experience, preferably in an executive office environment assisting an executive.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to manage multiple priorities with attention to detail and deadlines.
• Experience with event planning.
• High proficiency in Microsoft Office Suite, including Outlook,…