Executive Assistant, Academic Affairs (FT), CFRN10177PROV

College of DuPage; Glen Ellyn (IL); On-site; USD 33,000 - 47,000; Full time

Job summary

College of DuPage, a community college near Chicago, seeks an Executive Assistant for Academic Affairs to provide high-level administrative and project support to the VP of Academic Affairs. You will coordinate calendars, meetings, travel, and confidential matters while liaising with deans, faculty leadership, and external partners.

The ideal candidate has 4+ years of executive support experience, strong MS Office skills, and polished written communication.

Qualifications

• Associate degree or equivalent required; Bachelor’s degree preferred.
• Minimum four years of executive-level administrative support experience.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and ability to learn new platforms quickly.
• Exceptional written and verbal communication skills; ability to draft polished correspondence.
• Ability to manage multiple priorities in a fast-paced environment with accuracy and discretion.

Responsibilities

• Manage day-to-day administrative operations of the Office of the Vice President of Academic Affairs and coordinate with deans and faculty leadership.
• Prioritize the VP's calendar, coordinate meetings, travel, and events, and resolve scheduling conflicts.
• Serve as liaison between VPAA Office and internal/external stakeholders; route requests and ensure timely follow-up.
• Coordinate faculty-related processes, approvals, and deadlines per College procedures and contracts.
• Prepare meetings, agendas, materials, minutes, and action item follow-up for executive sessions.
• Draft, edit, and proofread executive correspondence, reports, and presentations for the VP and Academic Affairs initiatives.
• Maintain confidentiality and handle sensitive matters with discretion and sound judgment.
• Support budget and financial activities, including procurement, invoices, and expense reports.
• Collaborate with staff to improve administrative workflows across Academic Affairs.
• Other duties as assigned.

Skills

Executive support

MS Office

Communication

Time management

Discretion

Interpersonal skills

Independent work

Education

Associate degree or equivalent

Bachelor’s degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Executive Assistant, Academic Affairs (FT), CFRN10177PROV

The College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, vitally connected to our local area for over 50 years. We prepare students for a lifelong passion for learning on our 273-acre campus which is home to nine associate degrees and a wide variety of professional and technical certificates. Many of these credentials prepare students to seamlessly articulate into the baccalaureate programs of our higher education partner institutions.

College of DuPage is committed to student success and values an inclusive and welcoming community environment. We are an equal opportunity employer committed to diversity in the workforce. Our connection to the larger metropolitan area is essential to our success and provides a wealth of diverse cultural and recreational opportunities.

Primary Duties and Responsibilities:

The Executive Assistant provides high-level administrative, operational, and project support to the Vice President of Academic Affairs and manages the day-to-day administrative operations of the VPAA Office. Serves as a key liaison with deans, Academic Affairs leadership, faculty leadership, academic divisions, faculty, College departments, and internal and external stakeholders. Coordinates executive priorities and faculty-related administrative processes while handling sensitive and confidential matters with sound judgment, discretion, and independence.

• Manage the day-to-day administrative operations of the Office of the Vice President of Academic Affairs, ensuring effective workflows, timely follow-up, and continuity of office processes.
• Manage and prioritize the Vice President’s calendar, coordinating meetings, appointments, events, and travel while anticipating scheduling needs and resolving conflicts.
• Serve as a liaison between the Vice President, Deans, Academic Affairs leadership, faculty leadership, academic divisions, faculty, college departments, and internal and external stakeholders; appropriately route requests and facilitate timely communication and follow-up.
• Coordinate faculty-related administrative processes managed through the VPAA Office, ensuring required documentation, approvals, and established deadlines are completed in accordance with College procedures and applicable contractual requirements.
• Coordinate executive and Academic Affairs meetings, including scheduling, agenda development, preparation and distribution of materials, meeting logistics, minutes or notes as appropriate, and follow-up on action items and deliverables.
• Draft, edit, proofread, and prepare executive correspondence, reports, presentations, agendas, memos, and other materials for the Vice President and Academic Affairs initiatives.
• Handle confidential and sensitive student, faculty, personnel, and institutional matters with discretion and sound judgment, coordinating appropriate communication and follow-up as directed by the Vice President.
• Coordinate preparation of Academic Affairs materials for the Board of Trustees, Cabinet, College leadership, and other institutional purposes, as required.
• Coordinate special projects, major events, ceremonies, and recognition activities sponsored or supported by the VPAA Office, working with internal departments, external partners, vendors, and other stakeholders as appropriate.
• Support the VPAA Office budget and financial activities by monitoring expenditures and processing purchasing, invoices, expense reports, procurement requests, and related documentation in accordance with College policies and procedures.
• Maintain organized records, files, process documentation, and reference materials for the VPAA Office in accordance with College records management practices and confidentiality requirements.
• Collaborate with administrative support staff and College departments to coordinate Academic Affairs processes, improve administrative workflows, and support consistent practices across the division.
• Other duties as assigned.

Qualifications:

• Education
  • Associate degree or an equivalent combination of education and experience required.
  • Bachelor’s degree preferred.

• Experience
  • Minimum of four (4) years of executive-level administrative support experience, required, ideally in a senior leadership or executive office.
  • Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort learning new platforms quickly required.
  • Exceptional written and verbal communication skills, including the ability to draft polished correspondence and edit with a discerning eye, required.
  • Proven ability to manage multiple priorities in a fast-paced environment while maintaining accuracy, composure, and attention to detail required.
  • Demonstrated ability to work independently, exercise initiative, and produce accurate, polished work with minimal supervision required.
  • Demonstrated experience handling confidential and sensitive matters with sound judgment and discretion required.
  • Strong interpersonal skills and the ability to interact effectively with senior leaders, deans, faculty leadership, faculty, staff, students, Board members, community partners, and external stakeholders required.

Working Conditions:

• Computer, printer, calculator, telephone, copier and fax machine.
• General office environment.
• Ability to work in an open environment with high level of visibility. 40 hours per week with occasional overtime required.
• Ability to interact well with senior management, faculty, students, and community members.
• This position is subject to a background check and education verification at the expense of the College.

We do not offer visa sponsorship for this position. Candidates must be legally authorized to work in the United States without restriction.

Hiring Range:

10 Hourly Starting salary beginning at $28.88/hr., based on education and experience.

If you require assistance or accommodations during the application or interview process, please notify Human Resources by [e-mail] or [phone]

Competitive startingpay isdependent on education and experience.College of DuPage also offers a generous benefits planwhich includes paid time off, tuition discounts for employees and dependents, medical, dental, vision effective the first day of employment, and retirement benefits in a collaborative and friendly environment.

College of DuPage is an equal opportunity employer. We are committed to diversity and creating an inclusive environment for all employees.

College of DuPage does not discriminate against individuals in employment opportunities, programs and/or activities on the basis of race, color, religion, gender, sexual orientation, age, national origin, ancestry, veterans' status, marital status, disability, military status, unfavorable discharge from military service, or on any other basis protected by law.