EXECUTIVE ADMINISTRATIVE ASSISTANT

Loyola University Chicago; Chicago (IL); On-site; USD 46,000 - 53,000; Full time

Job summary

Loyola University Chicago seeks an Executive Administrative Assistant for the VP for Student Development at the Rogers Park-Lake Shore Campus. This fully in-person role handles calendar management, meetings, events, and confidential communications while supporting a busy executive team.

The position requires a college degree and five years of related experience, with strong MS Office skills and budgeting awareness to support diverse programs and initiatives.

Qualifications

• Requires a college degree and at least five years of related experience.
• Excellent verbal and written communication across constituents.
• Strong organizational skills and discretion in handling confidential information.
• Experience with budgeting and accounts, plus MS Office proficiency.

Responsibilities

• Provide extensive administrative support to the VP for Student Development.
• Manage VP's calendar, meetings, events, and travel arrangements.
• Coordinate internal and external communications and meetings with staff, faculty, and students.
• Prepare minutes, assemble materials, and track action items; support BOT and other committees.

Skills

MS Office Suite

Calendar management

Communication

Budget awareness

Multitasking

Education

Bachelor's degree + 5 years related exp

Tools

Budgeting tools

Database management

Job description

Job Title

EXECUTIVE ADMININSTRATIVE ASSISTANT

Position Number

8100324

Work Modality

Fully In-Person

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Rogers Park-Lake Shore Campus

Department Name

VP FOR STUDENT DEVELOPMENT

Location Code

STDNT DEVELOPMENT-OFFICE OF VP (03800A)

Is this split and/or fully grant funded?

No

Duties and Responsibilities

• The Executive Administrative Assistant in Student Development provides extensive administrative support to the VP for Student Development with appropriate discretion and confidentiality. Serves as a liaison between the VP and other university officers, deans, directors, administrators, faculty, staff, students, and students. Responsible for organizing & managing the VP's calendar. Coordinates internal & external meetings and events.
• Schedules meetings for the VP. Help prioritize requests for the VPs time.
• Serves as a key point for communication with VP.
• Communicates with university administrators, staff, faculty, students and non-Loyolans to assist in answering inquiries about Student Development.
• Arranges programs, events, and conferences by reserving spaces, ordering catering and coordinating other services, issuing information and invitations, coordinating speakers.
• Provides extensive administrative support for various projects and programs including project planning, creating, printing and distributing materials, coordinating expenses and reimbursements.
• Works closely with the Dean of Students administrative assistant and student assistants, providing back up coverage for the front desk operations.
• Receives visitors, answers phone and takes messages, responds to direct requests for information and/or forwards messages to appropriate staff.
• Provides occasional back up support to other Vice Presidents. Helps train and mentor new Executive Administrative Assistants.
• Takes minutes and action items at meetings and conducts follow-up on these activities. Provides meeting support as needed.
• Assists VP with quarterly Board of Trustee meeting preparation and follow-up. Coordinates meetings, prepares documents, posts information on BOT website, writes minutes, etc.
• Helps plan and organize meetings and events such as Chief Student Affairs Officers, Maroon & Gold Society, DSD In-Service, search committees, etc.
• Assists VP with travel arrangements. - Drafts/edits/copies reports and correspondence. - Maintains files and binders.
• Maintains budget and expense records for accounts in the Office of VP. Prepares Payment requests and purchase orders for the accounts in the Office of VP.
• Tracks and submits documentation for expenses and pro-card charges. Processes contracts and prepares for VP signature. Files and distributes signed contracts.
• Manages office equipment and machine maintenance.
• Manages office supplies including organization, inventory, issuance, and storage of supplies.
• Keeps kitchenette/copy room neat, stocked and well organized.
• Maintains schedule of OVP conference room. Keeps OVP conference room neat and assists guests with conference room computer and camera.
• In partnership with the administrative assistant to the AVP & Dean of Students, serve as back up for each other for major initiatives (coordination of Board of Trustees committee meetings, DSD meetings and trainings, etc.), coverage when one is absent or faced with staffing challenges for lunch breaks and in general.
• Performs other duties and responsibilities as assigned.

Minimum Education and/or Work Experience

Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.

Qualifications

• Bachelor's degree and 5 years of related experience.
• Demonstrated ability to work independently and as a collaborative member of a team of highly motivated and experienced professionals.
• Ability to communicate professionally and effectively with various constituents in person and through phone/email.
• Experience managing budgets and accounts.
• Strong working knowledge of MS Office Suite and database management.
• Excellent typing and word-processing.
• Strong time management and problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to multitask and coordinate several projects at a time while remaining calm under pressure.
• Ability to determine priorities and to ask for direction when priorities are unclear.

Certificates/Credentials/Licenses

None

Computer Skills

Advanced knowledge of Microsoft Office Suite and adept user of internet, e-mail, Zoom and other office automation systems.

Supervisory Responsibilities

No

Required operation of university owned vehicles

No

Does this position require direct animal or patient contact?

No

Physical Demands

None

Working Conditions

None

Open Date

10/21/2026

Position Maximum Salary or Hourly Rate

$38.46 per hour

Position Minimum Salary or Hourly Rate

$33.33 per hour

Special Instructions to Applicants

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago's mission, candidates should consult our website at www.luc.edu/mission/. For information about the university's focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

About Loyola University Chicago

Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world. Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here. Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's Nondiscrimination Policy.

Quick Link for Posting

https://www.careers.luc.edu/postings/36025