Executive Assistant II - CFO & Facilities

John A. Logan College; Carterville (IL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

SURS retirement

Health insurance

Vision insurance

Dental insurance

Life insurance

Paid time off

Tuition waiver

Job summary

John A. Logan College seeks an experienced Executive Assistant to support the Chief Financial Officer and the AVP of Construction Planning & Facilities Management.

The role involves drafting routine correspondence, preparing board materials, and coordinating meetings and budgets. The incumbent will handle confidential information with discretion and coordinate cross-functional tasks across Finance and Facilities.

Qualifications

• Five years of full-time work experience in an administrative office.

Responsibilities

• Provide administrative support to the Chief Financial Officer and the Assistant Vice President of Construction Planning & Facilities Management.
• Draft, format, and process routine correspondence, reports, emails, and memoranda on behalf of the CFO and AVP.
• Prepare and submit materials for Board agenda items in accordance with established procedures.
• Maintain working knowledge of Board policies and administrative procedures relevant to assigned areas.
• Coordinate meetings, including scheduling, agenda preparation, note-taking, and distribution of materials.
• Assist with preparing presentation and meeting materials.
• Coordinate meetings and special events for Finance and Facilities.
• Provide administrative support during annual budget preparation, including compiling data and tracking materials as directed.
• Assist with maintaining and securing institutional agreements and related documentation.
• Compile, update, and track schedules and reports such as budget tracking summaries, contract renewal timelines, and Board updates prepared by leadership.
• Reconcile P-Card transactions and assist with routine budget tracking.
• Coordinate travel arrangements for the CFO and AVP.
• Collect and organize information for institutional documents, schedules, and reports.
• Support and coordinate special projects as assigned.
• Maintain and update SharePoint sites for Finance and Facilities.
• Assist with publishing institutional documentation to the college website.
• Develop and update fillable PDF forms and standard templates.
• Maintain organized electronic and hard-copy filing systems.
• Coordinate administrative materials, records, and software systems supporting Finance and Facilities operations.
• Assist with documenting campus facilities information, finishes, and equipment for recordkeeping purposes.
• Support the AVP of Construction Planning & Facilities Management by compiling research materials and documentation related to campus design standards.

Skills

Written communication

Verbal communication

Organizational skills

Project coordination

Confidentiality

Microsoft Office Suite

Adobe Acrobat Pro

ERP systems

Canva

PowerPoint

Senior management support

Higher education experience

Diversity and inclusion

Tools

Microsoft Office Suite

Adobe Acrobat Pro

ERP systems

Canva

PowerPoint

Job description

The Vice President of Business Services and the Assistant Vice President of Construction Planning & Facilities Management provide executive leadership for these functions at John A. Logan College. The Executive Assistant provides experienced administrative and project coordination support to the Chief Financial Officer (CFO) and the Assistant Vice President (AVP). The position functions independently within established priorities and procedures, exercising sound judgment, discretion, and confidentiality. The Executive Assistant coordinates multiple tasks and timelines, anticipates needs, and supports effective communication and operations across Finance and Facilities. This position may serve as backup to the President’s Executive Assistant as needed.

Education & Experience Requirements

Experience required:Five years of full-time work experience in an administrative office.

Experience preferred:

• Demonstrated written and verbal communication skills, including drafting routine correspondence, reports, and meeting materials for diverse audiences.
• Demonstrated organizational skills, including attention to detail, prioritization, and anticipation of administrative needs.
• Experience coordinating projects, meetings, or events.
• Experience exercising independent judgment related to confidentiality and sensitive information.
• Proficiency with office technology, including Microsoft Office Suite, Adobe Acrobat Pro, enterprise resource planning (ERP) systems, Canva, and PowerPoint.
• Experience supporting senior management or leadership roles.
• Experience in a higher education environment.
• Demonstrated commitment to diversity, equity, and inclusion.

Essential Functions & Position Duties

• Provide administrative support to the Chief Financial Officer and the Assistant Vice President of Construction Planning & Facilities Management.
• Draft, format, and process routine correspondence, reports, emails, and memoranda on behalf of the CFO and AVP.
• Prepare and submit materials for Board agenda items in accordance with established procedures.
• Maintain working knowledge of Board policies and administrative procedures relevant to assigned areas.
• Coordinate meetings, including scheduling, agenda preparation, note-taking, and distribution of materials.
• Assist with preparing presentation and meeting materials.
• Coordinate meetings and special events for Finance and Facilities.
• Provide administrative support during annual budget preparation, including compiling data and tracking materials as directed.
• Assist with maintaining and securing institutional agreements and related documentation.
• Compile, update, and track schedules and reports such as budget tracking summaries, contract renewal timelines, and Board updates prepared by leadership.
• Reconcile P-Card transactions and assist with routine budget tracking.
• Coordinate travel arrangements for the CFO and AVP.
• Collect and organize information for institutional documents, schedules, and reports.
• Support and coordinate special projects as assigned.
• Maintain and update SharePoint sites for Finance and Facilities.
• Assist with publishing institutional documentation to the college website.
• Develop and update fillable PDF forms and standard templates.
• Maintain organized electronic and hard-copy filing systems.
• Coordinate administrative materials, records, and software systems supporting Finance and Facilities operations.
• Assist with documenting campus facilities information, finishes, and equipment for recordkeeping purposes.
• Support the AVP of Construction Planning & Facilities Management by compiling research materials and documentation related to campus design standards.

Job Attributes (Personal Qualities for Success in this Role)

• Attention to detail and accuracy.
• Professional judgment and discretion when handling confidential information.
• Reliability and accountability in meeting assigned deadlines.
• Effective collaboration and communication with internal departments and external partners.
• Initiative in identifying issues and supporting solutions.
• Adaptability to changing priorities, systems, and institutional needs.
• Commitment to continuous improvement and operational efficiency.

Knowledge, Skills, and Abilities

• Knowledge of administrative practices and procedures in a professional office environment.
• Knowledge of internal controls, recordkeeping, and confidentiality standards.
• Skill in using enterprise systems to enter, review, reconcile, and report information.
• Strong organizational and analytical skills with attention to detail.
• Effective written and verbal communication skills.
• Ability to coordinate multiple activities accurately within established timelines.
• Ability to exercise sound judgment and work collaboratively across departments.

Non-Essential functions of the position

• Perform other related duties as assigned. Duties are performed on the John A. Logan College campus or in designated locations.

The following documents must be submitted with the application:

• Resume
• All college transcripts
• Any relevant licenses or certifications
• Three references

John A. Logan College offers a variety of benefits to employees. These benefits include, but are not limited to:

• State Universities Retirement System (SURS)
• Health, vision, and dental Insurance
• Life insurance
• Paid time off (personal, vacation, and sick)
• Paid holidaysJALC tuition waiver after 6 months of employment

JALC Mission: “To enrich lives through learning and community engagement.”

John A. Logan College is an equal-opportunity employer. John A. Logan does not discriminate in employment with regard to race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status, or unfavorable discharge from military service or any other characteristic protected by law.