Illinois Central College - East Peoria, IL
posted 3 months ago
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.