Job Description
Executive Assistant, Chief of Staff (FT), CFRN6045PRES
The College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, vitally connected to our local area for over 50 years. We prepare students for a lifelong passion for learning on our 273-acre campus which is home to nine associate degrees and a wide variety of professional and technical certificates. Many of these credentials prepare students to seamlessly articulate into the baccalaureate programs of our higher education partner institutions.
College of DuPage is committed to student success and values an inclusive and welcoming community environment. We are an equal opportunity employer committed to diversity in the workforce. Our connection to the larger metropolitan area is essential to our success and provides a wealth of diverse cultural and recreational opportunities.
Primary Duties and Responsibilities:
Serve as the primary administrative partner to the Chief of Staff, providing high-level, confidential support that keeps the Office of the President running with precision and pace. Anticipate needs, manage competing priorities, and act as a trusted point of contact across the College, Board of Trustees, and community.
Manage the Chief of Staff's calendar with foresight by balancing standing commitments, presidential priorities, and the unexpected.Serve as the first point of contact for the Chief of Staff, handling inquiries from internal and external audiences with professionalism, warmth, and discretion.Prepare the Chief of Staff for meetings by assembling briefing materials, background research, talking points, and follow-up trackers in advance.Track action items, deadlines, and deliverables tied to presidential initiatives, and prompt timely follow-through across divisions.Partner with the Special Assistant to the President to ensure seamless coordination of the Office of the President; provide backup coverage during absences.Assist with preparation of materials, briefings, and communications for the Board of Trustees, in collaboration with the Administrative Assistant to the General Counsel and the President's Special Assistant.Uphold the public image of the Office of the President in every interaction, written and in person.Draft, edit, and proofread correspondence, memos, presentations, and reports on behalf of the Chief of Staff, ensuring clarity, accuracy, and tone.Greet visitors, screen calls, and manage the flow of correspondence in a manner that reflects well on the Office of the President.Maintain confidentiality of records, communications, and interactions at the highest level; exercise discretion in every interaction.Coordinate logistics for meetings convened or attended by the Chief of Staff, such as agendas, materials, room arrangements, virtual platforms, catering, and minutes.Plan and execute logistics for events, retreats, and convenings hosted by the Office of the President, both on and off campus.Coordinate occasional travel itineraries, registrations, ground transportation, lodging, and reconcile resulting expense reports.Process invoices, purchase requests, expense reimbursements, and other financial transactions; monitor budget activity and prepare supporting documentation as requested.Maintain organized records, files, and reference materials, physical and digital, applying sound records management practices to sensitive information.Other related duties as assigned.
Qualifications:
- Education
- Associate's degree or equivalent related years of experience required.
- Experience
- Minimum of four (4) years of executive-level administrative support experience required, ideally in a senior leadership or executive office.
- Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort learning new platforms quickly required.
- Exceptional written and verbal communication skills, including the ability to draft polished correspondence and edit with a discerning eye, required.
- Proven ability to manage multiple priorities in a fast-paced environment while maintaining accuracy, composure, and attention to detail required.
- Demonstrated experience handling confidential and sensitive matters with sound judgment and discretion required.
- Strong interpersonal skills and the ability to interact effectively with senior leaders, board members, elected officials, community partners, faculty, staff, and students required.
Working Conditions:
Computer with Microsoft Office suite, virtual meeting platforms, project management tools, scanner, printer, copier, phone system, and other standard office equipment.Availability for occasional evening and weekend commitments associated with Board meetings, college events, and time sensitive initiativesProfessional office environment within the Office of the President with a high level of visibility; flexibility in work schedule required, including occasional evenings and weekends; ability to interact effectively with senior leadership, public officials, and community members.This position requires a background check and drug screen.
Hiring Range:
10 Hourly/Starting salary beginning at $28.88/hourly, based on education and experience.
Competitive starting pay is dependent on education and experience. College of DuPage also offers a generous benefits plan which includes paid time off, tuition discounts for employees and dependents, medical, dental, vision effective the first day of employment, and retirement benefits in a collaborative and friendly environment.
College of DuPage is an equal opportunity employer. The College of DuPage is committed to recruiting and retaining high performing talent to our institution, continuing our tradition of excellence. We encourage all people across the broad spectrum of those communities we serve to explore and apply for positions at COD for which they believe they are qualified.
College of DuPage does not discriminate against individuals in employment opportunities, programs and/or activities on the basis of race, color, religion, gender, sexual orientation, age, national origin, ancestry, veterans' status, marital status, disability, military status, unfavorable discharge from military service, or on any other basis protected by law.
