Executive Affairs Coordinator

Jobtailor; Chicago (IL); On-site; USD 45,000 - 65,000; Full time

Job summary

Jobtailor seeks an organized Administrative Coordinator to support the Senior Vice President’s office at DePaul via BEAM initiatives and Thriving programs. You will manage calendars, coordinate meetings and travel, and handle written correspondence with campus partners.

This role requires a Bachelor's degree and proven experience in administrative or program support, with discretion handling confidential information and budget-related tasks.

Qualifications

• Bachelor’s degree and relevant administrative experience.
• Experience providing administrative, operational, or program support.
• Coordinate meetings, events, or projects with multiple stakeholders.
• Schedule and manage calendars for leaders or teams.
• Handle confidential information with discretion.
• Experience supporting student engagement or mission initiatives.
• Experience with budget processing, expense tracking, or purchasing procedures.
• Assist with communications, outreach or information distribution to diverse audiences.
• Manage multiple tasks and shifting priorities.
• Ability to work independently with general direction.

Responsibilities

• Manage calendar, coordinate meetings and appearances, arrange travel, screen emails.
• Prepare and submit expense reports and maintain records for the SVP’s office.
• Assist with financial transactions for the Office of the SVP, BEAM.
• Support Thriving Initiative events and sponsored programs by the Office of Institutional Equity and Thriving (OIET).
• Provide logistical assistance for Thriving Circle leader meetings and large campus events.
• General operational support for BEAM events, focus areas and cross-functional teams.

Skills

Calendar management

Event coordination

Budget processing

Logistical planning

Written and verbal communication

Administrative support

Expense tracking

Meeting coordination

Program support

Record keeping

Education

Bachelor’s degree

Tools

Email

Spreadsheets

Virtual Meeting Platforms

Shared Documents

Job description

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

Requirements

• 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.

Core Competencies

Demonstrates strong administrative and operational support capabilities, with expertise in calendar management, event coordination, and financial processing. Proficient in handling sensitive information and managing multiple tasks while maintaining attention to detail.

Highest-signal resume keywords

• Calendar Management
• Event Coordination
• Budget Processing
• Logistical Planning
• Written And Verbal Communication

ATS Optimization Keywords

Hard Skills

• Administrative Support
• Expense Tracking
• Meeting Coordination
• Program Support
• Record Keeping

Soft Skills

• Attention To Detail
• Discretion
• Independent Work
• Multi-tasking
• Professional Judgment

Industry Keywords

• Student Engagement
• Diversity Outreach
• Operational Support
• Institutional Equity
• Thriving Initiative

Tools & Technologies

• Email
• Spreadsheets
• Virtual Meeting Platforms
• Shared Documents