Executive Affairs Coordinator

DePaul University; Chicago (IL); On-site; USD 37,980 - 45,584; Full time

Benefits offered by this job

Benefits package

8% retirement match

Tuition waivers

Paid time off

Job summary

DePaul University in Chicago seeks an Executive Affairs Coordinator to support the Senior Vice President of the Division of Belonging, Engagement and Mission. You will handle high-level administrative tasks, calendar management, travel, and expense reporting for BEAM operations.

The role involves coordinating campus-wide Thriving Initiatives, events, and cross-functional projects while maintaining confidentiality and working independently with strong communication skills.

Qualifications

• Bachelor's degree and relevant administrative experience required.
• Experience coordinating meetings, events, or projects with multiple stakeholders.
• Strong calendar management, scheduling, and logistics for leaders or teams.
• Ability to handle confidential information with discretion and work independently.

Responsibilities

• Manage calendar, coordinate meetings and appearances, arrange travel, and prepare expense reports.
• Provide logistical support for Thriving Initiative events and campus programs.
• Support BEAM divisional events and special projects as assigned.

Skills

Calendar management

Scheduling

Stakeholder engagement

Documentation & records

Written & verbal communication

Discretion with confidential info

Event coordination

Education

Bachelor's degree

Tools

Microsoft Office

Office suite

Job description

The Executive Affairs Coordinator serves the Senior Vice President(SVP) for the Division of Belonging, Engagement and Mission by providing high-level administrative and event/program support. The Executive Affairs Coordinator supports the day to day operations of the Office of the SVP, supporting university-wide Thriving Initiatives and events/program in the Office of Institutional Equity and Thriving (OIET). The role requires strong organization, communication, and relationship skills to effectively support the leadership, initiatives, and to engage with stakeholders across the university. This position will manage a diverse range of complex and highly confidential tasks on behalf of the BEAM leaders and the division as a whole.

What You'll Do:

1. Manage calendar, coordinate meetings and appearances, coordinate written correspondence, arrange travel, screen and route e-mails and outreach to the SVP. Prepare and submit expense reports and maintain the record-keeping and general operations for the office of the Senior Vice President. Assist with financial transactions for the Office of the SVP, BEAM. May also provide similar support for the VP of BEAM on a more limited basis.

2. Support Thriving Initiative events/programs and sponsored events/programs by the Office of Institutional Equity and Thriving (OIET). Provide logistical assistance, which includes events/programs for Thriving Circle leader meetings, DePaul Belonging Collective, and large campus events for Thriving, etc.

3. General operational support for BEAM divisional events, focus areas and cross-functional teams, and special projects as assigned.

What You'll Need:

• Bachelor's degree education and relevant administrative experience, required.
• Demonstrated experience providing administrative, operational, or program support.
• Proven ability to coordinate meetings, events, or projects involving multiple stakeholders.
• Strong experience managing calendars, scheduling, and logistics for leaders or teams.
• Ability to handle confidential and sensitive information with discretion.
• Experience supporting student engagement, belonging, or mission related initiatives.
• Demonstrated experience with basic budget processing, expense tracking, or purchasing procedures
• Experience assisting with communications, outreach or information distribution to diverse audiences.
• Ability to manage multiple tasks and shifting priorities.
• Skill in calendar management, meeting coordination, and logistical planning.
• Ability to follow established processes and maintain accurate records.
• Written and verbal communication skills appropriate for working with students, staff, faculty and campus partners.
• Ability to work independently on assigned tasks while receiving general direction.
• Attention to detail in documentation, scheduling, and financial processing.
• Basic proficiency with common office and collaboration tools (email, shared documents, spreadsheets, virtual meeting platforms).
• Skilled in using professional judgment and discretion with sensitive information.
• Skilled in creating planning timelines to meet goals.

The anticipated hiring range for this position is: $27.57 to $33.09/hr.

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

• Working for a stable and well-known University.
• Top choice medical, dental, and vision benefits.
• Retirement plan matching contribution of 8%.
• Tuition waivers for employees and dependents.
• Generous paid time off, sick time, holidays, floating holidays, and more!

Vincentian Mission:

Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.

Required Background Check:

Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.

DePaul University is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.