Administrative Assistant

Job Summary

Serves as the assistant for the Executive Director and oversees the organization, coordination, and execution of administrative functions of the Illini Union Executive Director's Office and the Executive Director. Supervises administrative staff and manages complex and detailed assignments.

• Organizational Coordination and Project Planning
  • Manage calendars and complex scheduling for the Executive Director and Senior Associate Director for Facilities and Operations; coordinate calls/meetings and prepare agendas and supporting materials.
  • Primary logistical, financial, and volunteer coordination for events and programs, including the annual Service Awards Luncheon, as directed by the Executive Director.
  • Work with the Team Acknowledgment and Recognition Committee to ensure successful execution of the program; provide debrief and recommendations to Committee and Executive Director.
  • Plan and coordinate senior leadership team meetings and events (retreats, recognition events, biweekly/quarterly meetings, Town Halls, webinars, trainings, workshops, etc.).
  • Attend, actively participate, and take minutes from senior leadership team meetings; share minutes with team members post‑meeting, noting and tracking decisions made and action items.
  • Coordinate meeting arrangements and logistics (facilities, catering, entertainment, hotel blocks, printing, and advance distribution of briefing materials).
  • Serve as liaison and provide authoritative information/support to internal departments and external stakeholders (campus partners, tenants, community/state/regional/national contacts).
  • Coordinate involvement with professional organizations (e.g., ACUI, NACA, APPA) and related member meetings; coordinate with executive offices and their administrative staff for meeting logistics.
  • Manage and update organizational reference materials (biographical information for senior leaders and org charts).
  • Manage organization‑wide operational calendar and track significant responsibilities/deadlines (regular events, programs, required reporting cycles); proactively notify leadership of upcoming deadlines.
• Administrative Support and Supervision
  • Function as the principal administrative support to the Executive Director and senior leaders, including confidential correspondence and report drafting.
  • Supervise/coordinate administrative support coverage: train, supervise and evaluate office support; support seasonal workflow planning and annual responsibilities.
  • Manage key contact lists and distribution lists for communications (website access, listservs, mail distributions, emergency communications).
  • Prepare and distribute sensitive internal personnel correspondence (e.g., salary and promotion communications).
  • Develop communications/publications with shared marketing services (announcements, letters, newsletters, promotional materials).
  • Manage branded materials and office supplies (research/order branded items; oversee organization‑wide supply budget and distribution).
  • Other duties as assigned to fulfill the needs of the team.
• Financial and Travel Processing
  • Arrange travel logistics for the Executive Director and others as needed (itineraries, flights, hotels, off‑site venues, meals, AV).
  • Prepare and submit travel reimbursements (review/scrutinize reimbursements for compliance with requests and budget).
  • Manage the organization‑wide travel budget and tracking (annual travel proposals and projections; review/analyze travel requests for approval; maintain itemized travel/professional development expense records; monitor fiscal‑year allocations).
  • Manage the New Strategic Initiative process, gathering data/proposals, confirming accurate estimates and documentation, coordinating presentation to senior leadership, notifying department heads of approval/denial and next steps to launch project, and tracking budgeted expenses.
  • Oversight of general building supply inventory, ordering, and budgeting.

The work of the position is performed in a relatively high‑traffic area with frequent interruptions. Limited, short‑term hybrid work may be approved by the supervisor under exigent…