Executive Assistant

DePaul University; Chicago (IL); On-site; USD 38,000 - 49,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

Tuition waivers for employees and/or

Retirement plan match

Generous paid time off

Full-Time Benefits

Job summary

DePaul University in Chicago seeks an Executive Assistant to serve as the primary administrative partner to the President. You will manage the President's calendar, travel, expenses, and daily operations, while supporting the Chief of Staff and Deputy Chief of Staff to advance presidential priorities.

Responsibilities include calendar prioritization, meeting coordination with trustees and external partners, travel planning, and document preparation.

Qualifications

• High school diploma is required.
• Bachelor's degree preferred.
• 5+ years of experience supporting a senior executive, president, CEO, or equivalent leader.
• Demonstrated expertise in complex calendaring and executive travel management.
• Exceptional organizational, prioritization, and problem-solving skills.
• Strong written and verbal communication abilities.
• Advanced proficiency with Microsoft Outlook, Microsoft Office Suite, and virtual collaboration tools.
• Ability to manage highly confidential information with discretion and professionalism.

Responsibilities

• Manage and strategically prioritize the President's and Chief of Staff's calendars, ensuring alignment with institutional priorities and effective use of executive time.
• Coordinate all aspects of presidential scheduling and executive engagements, including meetings with trustees, donors, alumni, university leaders, elected officials, and external partners.
• Anticipate needs, resolve scheduling and logistical challenges, and ensure all meetings are supported with appropriate materials, participants, and preparation to facilitate successful outcomes.
• Exercise discretion, sound judgment, and executive presence while serving as a key point of contact for trustees, university leaders, and external stakeholders.
• Manage executive document preparation, routing, approvals, and follow-up to ensure efficient and timely decision-making.
• Oversee daily office operations, maintain effective administrative systems and workflows, and proactively resolve operational issues.
• Coordinate University House scheduling and logistics in support of presidential and institutional priorities.
• Coordinate domestic and international travel, develop detailed itineraries and briefing materials, manage travel logistics, and proactively resolve issues to support successful presidential engagements.
• Oversee the preparation, submission, and reconciliation of presidential expenses, ensuring accuracy, timeliness, and compliance with university policies.
• Coordinate logistics for Board of Trustees meetings, committee meetings, retreats, trustee events, and presidential engagements.
• Manage meeting and event operations, including scheduling, catering, technology, attendee coordination, and materials distribution.
• Support trustee visits and institutional events, ensuring a seamless experience for participants and stakeholders.

Skills

Calendar management

Executive support

Travel planning

Stakeholder coordination

Outlook proficiency

Discretion

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Office

Virtual collaboration tools

Job description

The Highlights:

The Executive Assistant serves as the primary administrative partner to the President and provides high-level operational support to the Office of the President. The role is responsible for managing the President's calendar, travel, expenses, and daily administrative activities. The position also provides calendar support to the Chief of Staff and works closely with the Deputy Chief of Staff to ensure effective execution of presidential priorities.

What You'll Do:

• Calendar Management
  • Manage and strategically prioritize the President's and Chief of Staff's calendars, ensuring alignment with institutional priorities and effective use of executive time.
  • Coordinate all aspects of presidential scheduling and executive engagements, including meetings with trustees, donors, alumni, university leaders, elected officials, and external partners.
  • Anticipate needs, resolve scheduling and logistical challenges, and ensure all meetings are supported with appropriate materials, participants, and preparation to facilitate successful outcomes.
• President's Office Administration
  • Exercise discretion, sound judgment, and executive presence while serving as a key point of contact for trustees, university leaders, and external stakeholders.
  • Manage executive document preparation, routing, approvals, and follow-up to ensure efficient and timely decision-making.
  • Oversee daily office operations, maintain effective administrative systems and workflows, and proactively resolve operational issues.
  • Coordinate University House scheduling and logistics in support of presidential and institutional priorities.
• Travel Management & Expense Administration
  • Coordinate domestic and international travel, develop detailed itineraries and briefing materials, manage travel logistics, and proactively resolve issues to support successful presidential engagements.
  • Oversee the preparation, submission, and reconciliation of presidential expenses, ensuring accuracy, timeliness, and compliance with university policies.
• Board & Office of the Secretary Support
  • Coordinate logistics for Board of Trustees meetings, committee meetings, retreats, trustee events, and presidential engagements.
  • Manage meeting and event operations, including scheduling, catering, technology, attendee coordination, and materials distribution.
  • Support trustee visits and institutional events, ensuring a seamless experience for participants and stakeholders.

What You'll Need:

• High school diploma, required.
• Bachelor’s degree, preferred.
• 5 or more years of experience supporting a senior executive, president, CEO, or equivalent leader.
• Demonstrated expertise in complex calendaring and executive travel management.
• Exceptional organizational, prioritization, and problem-solving skills.
• Strong written and verbal communication abilities.
• Advanced proficiency with Microsoft Outlook, Microsoft Office Suite, and virtual collaboration tools.
• Ability to manage highly confidential information with discretion and professionalism.

The anticipated hiring range for this position is: $27.57 to $35.71/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.

Perks:

• 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!
• Full-Time Benefits

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.