Executive Assistant to the President at Shawnee Community College (IL) – Illinois

Under the direction of the College President, the Executive Assistant exercises sound judgment and discretion while performing a broad range of complex and high-level administrative duties. This position supports office operations by managing routine and sensitive matters, coordinating programs and projects, and serving as the primary liaison for internal and external contacts. The Executive Assistant oversees daily office functions and special events, and may supervise administrative and clerical activities to ensure the efficient operation of the President’s Office.

The essential duties and primary responsibilities below are intended to describe the general requirements of this job and are not intended to be an exhaustive statement of duties. Other duties may be assigned.

1. Administrative Support & Office Management

• Serve as a confidential executive support manager, providing high-level administrative assistance to the College President.
• Manage daily office operations; schedule and coordinate meetings, appointments, and travel; prioritize issues and refer matters as appropriate.
• Greet and direct visitors, employees, and the public; screen incoming calls and correspondence.
• Maintain an organized and efficient workflow within the President’s Office to ensure smooth daily functioning.

1. Communication & Public Relations

• Promote and maintain positive internal staff relations and effective communication with external stakeholders.
• Serve as a primary point of contact for inquiries, requiring sound judgment and knowledge of institutional policies and procedures.
• Uphold positive public relations with the community, representing the President’s Office in a professional and courteous manner.

1. Clerical & Document Preparation

• Review and manage incoming mail; prepare and edit correspondence, reports, memoranda, and other documents.
• Ensure accuracy, completeness, and compliance with established standards and procedures.
• Prepare and maintain various reports, statistics, and documentation as required.

1. Meeting & Event Coordination

• Arrange, schedule, and prepare agendas and supporting materials for meetings.
• Record, transcribe, and distribute meeting minutes and notes.
• Plan and coordinate special events on behalf of the President’s Office.

1. Budget & Purchasing Oversight

• Approve designated administrative purchases; monitor and authorize budget expenditures.
• Process payments for office purchases, contracts, and special accounts in accordance with established procedures.

1. Board & Compliance Support

• Assist in the preparation of Board packets and agenda items; gather, verify, and organize supporting materials.
• Serve as the Freedom of Information Act (FOIA) Officer for Shawnee Community College, ensuring institutional compliance with applicable regulations.
• May supervise, train, and evaluate assigned staff; coordinate office workflow and provide direction as needed.

• Associate degree in office administration, business, or a related field; Bachelor’s degree preferred.
• Five years of progressively responsible administrative support experience, including experience supporting executive-level leadership.
• Demonstrated proficiency in office technology, including word processing, spreadsheets, and presentation software.

• Exceptional organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills, including the ability to compose professional correspondence and reports with accuracy.
• High level of discretion and integrity in handling confidential and sensitive information.
• Ability to work independently and exercise sound judgment in decision-making and problem-solving.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office software applications.
• Strong interpersonal skills with the ability to establish and maintain effective working relationships with internal and external stakeholders.
• Knowledge of budget tracking and purchasing processes in an administrative office environment.
• Familiarity with event planning and meeting coordination, including agenda preparation and minute-taking.
• Understanding of public records regulations and procedures, including Freedom of Information Act (FOIA) responsibilities.