Administrative Assistant (Projects Assistant)

Experience Champaign Urbana; Urbana (IL); On-site; USD 75,000 - 110,000; Full time

Job summary

Experience Champaign Urbana seeks an organized executive assistant to support the EVP/VPAA Office with project planning, meeting coordination, and stakeholder liaison. You will help develop plans, monitor progress, and ensure deliverables are completed on time.

The role includes assisting with meetings, retreats, and events, managing budgets, and preparing briefing materials to inform executive decisions. Collaboration with internal partners is essential for success.

Responsibilities

• Assist with special projects and initiatives including development of project plans and timelines, monitoring progress, and ensuring the execution and completion of deliverables.
• Support high-level meetings, retreats, and special events including agenda development, logistics, budget management, and follow-up.
• Support operational planning for the EVP/VPAA Office, including workflow coordination, process improvement, documentation, and implementation of office procedures.
• Assist with intake, prioritization, and execution of emerging requests, ensuring urgent items are triaged appropriately.
• Conduct research, prepare briefing materials, and synthesize data to inform executive decision-making.
• Assist as necessary to help solve problems in a positive and proactive manner ensuring collaboration with the relevant stakeholders and adherence to state and federal laws and policies of the University and Board of Trustees.
• Performs such other duties as assigned by the Chief of Staff.

Job description

• Assist with special projects and initiatives including development of project plans and timelines, monitoring progress, and ensuring the execution and completion of deliverables. Manage ongoing and ad hoc projects and initiatives as assigned by the Chief of Staff. (25%)
• Support high-level meetings, retreats, and special events including agenda development, logistics, budget management, and follow-up. Serve as a liaison between the EVP/VPAA Office and internal/external partners and guests. (20%)
• Support operational planning for the EVP/VPAA Office, including workflow coordination, process improvement, documentation, and implementation of office procedures. Maintain project records, shared files, dashboards, contact lists, and other tracking tools to ensure information is organized, current, and accessible. (20%)
• Assist with intake, prioritization, and execution of emerging requests, ensuring urgent items are triaged appropriately and routine operational needs are handled efficiently in collaboration with Business Administrative Associate. (10%)
• Conduct research, prepare briefing materials, and synthesize data to inform executive decision-making. Manage key issues by seeking information and counsel, while keeping the Chief of Staff informed. (10%)
• Assists as necessary to help solve problems in a positive and proactive manner ensuring collaboration with the relevant stakeholders and adherence to state and federal laws and policies of the University and Board of Trustees. (10%)
• Performs such other duties as assigned by the Chief of Staff. (5%)