Executive Assistant to the President

$42,037 - $48,339/Yr

Illinois Central College - East Peoria, IL

Full-time

East Peoria, IL

Educational Services

About the position

The Executive Assistant to the President provides complex and confidential administrative support in a high-volume, multi-tasking environment. This position requires critical thinking, excellent proofreading and communication skills, the ability to work independently, prioritize, and organize, and the capacity to complete tasks with limited oversight and independent judgment. Proficiency in Microsoft Office and attention to detail are essential. Experience leading video conferencing meetings in Microsoft Teams or Zoom is a plus. This position also requires flexibility in hours worked. The Executive Assistant will manage the President's calendar in Outlook, scheduling appointments and meetings with campus and community individuals while keeping related records. The role includes telephone and in-person reception duties, such as receiving, transferring, and responding to incoming community and campus calls or emails, and greeting visitors. The assistant will establish and maintain confidential files, compose letters, reports, and other correspondence in reply to requests for information of a general and confidential nature. Additionally, the Executive Assistant will create a daily binder for the President, which includes printed versions of the daily schedule, agendas, and reading material for each meeting. The role involves attending assigned committee meetings (some virtual, some in-person) and providing administrative assistance, including taking detailed minutes in compliance with rules, regulations, and/or procedures; drafting and distributing agendas in a timely manner; assisting with virtual meetings by sharing documents in Microsoft Teams; ensuring that meeting minutes are reviewed, approved, and posted to SharePoint in a timely manner. The assistant will also assist with the Executive's preparation for Board of Trustees meetings, including gathering and drafting the President's Report and creating a PowerPoint slide for the Student Success Story. Support for the Board Secretary includes carefully reviewing the monthly Board book and assisting with agenda and binder creation for Board of Trustees retreats, which occur 2-3 times per year. The role also involves preparing and routing assigned purchase orders, recording expenditures, and reconciling monthly credit card statements. The Executive Assistant will arrange scheduling of space and coordinate additional details (e.g., catering, audio/visual, print materials) needed for meetings, conferences, and campus events, as well as plan and coordinate travel/accommodations for the President and create a binder of pertinent information for these conferences.

Responsibilities

• Manage the President's calendar in Outlook, scheduling appointments and meetings with campus and community individuals.
• Provide telephone and in-person reception duties, including receiving, transferring, and responding to incoming calls or emails, and greeting visitors.
• Establish and maintain confidential files, compose letters, reports, and other correspondence in reply to requests for information.
• Create a daily binder for the President, including printed versions of the daily schedule, agendas, and reading material for each meeting.
• Attend assigned committee meetings and provide administrative assistance, including taking detailed minutes and drafting agendas.
• Assist with the Executive's preparation for Board of Trustees meetings, including gathering and drafting the President's Report and creating PowerPoint slides.
• Support the Board Secretary by reviewing the monthly Board book and assisting with agenda and binder creation for Board retreats.
• Prepare and route assigned purchase orders and record expenditures; reconcile monthly credit card statements.
• Arrange scheduling of space and coordinate details needed for meetings, conferences, and campus events.
• Plan and coordinate travel/accommodations for the President and create a binder of pertinent information for conferences.

Requirements

• Associate's degree in a related field.
• Five years of progressively responsible experience as an Administrative Assistant.
• Highly skilled with Microsoft Office Suite, particularly Excel, PowerPoint, Word, and Outlook.
• Ability to type a minimum of 55 words per minute.
• Ability to organize work and independently set priorities to meet deadlines.
• Attention to detail and strong proofreading skills.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to represent the President and the College in a professional and discrete manner.
• Ability to maintain professionalism and confidentiality with all levels of staff.
• Ability to communicate effectively verbally and in writing.
• Ability to work with diverse populations.

Nice-to-haves

• Bachelor's degree in a related field.
• Experience with Microsoft 365/Teams.
• Previous experience as an Executive Assistant.
• Experience working in Higher Education.
• Knowledge of Peoria area corporations, groups, and services.