Executive Assistant to CFO & AVP – Strategic Admin

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

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.