Executive Assistant to the President
- College of Lake County
- Location: Grayslake, Illinois
- Category: Executive-President and Chancellor
- Posting Date: 04/12/2021
- Application Deadline: Open until filled
Position TitleExecutive Assistant to the President
Internal Position TitleExecutive Assistant to the President
The Executive Assistant serves as a key team member of the President’s Office providing support in a close one-to-one working relationship with the President. The Executive Assistant also serves as a liaison to the Board of Trustees and executive leadership team with routine responsibilities for coordination of executive and board activities in external community relations and conducting internal College business. The Executive Assistant attends meetings of the College Leadership Team and the Board of Trustees. The Executive Assistant performs administrative functions that require a thorough knowledge of College policies, procedures, and operations and an understanding of the College’s role within the community. The Executive Assistant must exhibit superb interpersonal and customer service skills as a primary point of contact for internal and external constituencies pertaining to the Office of the President and as a member of a diverse student and employee body. The Executive Assistant maximizes the President’s time by managing an extremely active calendar, working closely and effectively with the President to ensure they are well-informed of upcoming commitments and have materials needed in advance. The Executive Assistant works autonomously on projects both individually and within a nimble and fast-paced team environment requiring an ability to work under pressure and manage multiple priorities. The Executive Assistant exercises a high level of independent judgment and discretion in completing work activities, with strong written and verbal communication, meticulous attention to detail, administrative and organizational skills, and the ability and handle confidential matters with discretion.
1. An Associate’s degree.
2. A minimum of seven (7) years of progressively responsible administrative support with direct experience supporting the Executive level in a corporation or higher education.
3. Proficient in MS Office Suite, specifically Outlook, Word, Excel, and PowerPoint.
4. Excellent organizational, time management, decision-making skills and attention to detail.
5. Expert interpersonal, communication, customer service and relationship-building skills.
6. Demonstrated commitment to Diversity, Equity and Inclusion.
7. Innovative, resourceful and proactive problem-solving skills.
8. Proven ability to manage confidential information and sensitive situations with emotional maturity, professionalism and integrity.
9. Strategic, actively seeks opportunities and proposes solutions.
10. Highly resourceful team-player, with the ability to be extremely effective independently.
1. Bachelor’s degree.
2. Executive Assistant experience in an institution of higher education with knowledge of Board functions.
3. Bilingual in Spanish and English.
Pay RateSalary is competitive and commensurate with experience.
Total Hours per week40.00
Monday through Friday 8:00 a.m. to 4:30 p.m. with some night and weekend hours required
Software Testing RequiredPowerpoint, Excel, MS Word, Windows, Outlook
Interview Process RequirementsWriting Samples
The College of Lake County is an equal opportunity employer and has a strong commitment to diversity. In that spirit, it seeks a broad spectrum of candidates including minorities, women and people with disabilities. EOE/AA/M/F/D/V
Summary of Essential Functions
Department Operation, Service and Project Management – 60%
1. Demonstrates leadership and maintains trust and credibility crucial to the success of the organization by working collaboratively with other offices and internal college staff, building positive working relationships through demonstration of the College values. Provides an ideal customer experience for every visitor to the President’s Office.
2. Proactively completes critical deliverables, including composing correspondence, acknowledgement letters, and other tasks that facilitate the President’s ability to effectively lead the College and maintain positive internal and external relationships.
3. Manages assigned projects with high attention to detail, coordination and communication with key stakeholders, and accountability to deadlines.
4. Communicates directly, and on behalf of the President, with Trustees, donors, Foundation staff, the College community and other key stakeholders.
5. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Uses proper discernment to determine course of action, referral, or response.
6. Exercises discretion in obtaining and providing factual and confidential information, compiling confidential and/or technical reports ranging from simple to complex in nature,
7. Assists in planning and coordinating special events and speaking engagements requesting or requiring the President’s attendance, including the development of presentation materials.
8. Performs other duties and manages a variety of special projects as assigned that contribute value to the college community and relate to specific functions of the President and the Board of Trustees.
Board of Trustees/External Community Relations – 15%
1. Maintains discretion and confidentiality in relationships with all board members, actively managing an ongoing relationship and recognizing own role as an extension of the President’s relationship with the Board.
2. Records and prepares minutes for routine meetings of the President and all regular, special, and closed meetings of the Board of Trustees.
3. Arranges complex and detailed travel plans, itineraries and conference logistics with high detail and service for Board of Trustees for local, state, and national College business, including compiling documents for travel-related meetings and the completion of expense reports.
Executive Support – 25%
1. Manages the organization and workflow of the President’s calendar, including clerical organization of President’s daily work activities, preparation of agendas, and meeting coordination. Includes supporting the President in keeping a timely schedule and serving in a resource capacity for the multiple stakeholders seeking access to the President’s Office creating win-win situations for meeting customer needs.
2. Prepares materials needed by the President for interactions with the College Leadership Team, Board of Trustees, and various internal and external constituency groups, adhering to rules and regulations regarding Board matters.
3. Arranges complex and detailed travel plans, itineraries and conference logistics with high detail and service for the President for local, state, and national College business, including compiling documents for travel-related meetings and the completion of expense reports.
4. Performs other duties as assigned in support of student success.