Executive Assistant to the President and Provost

Eureka College; Eureka (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Eureka College in Eureka, IL seeks an Executive Assistant to the President and Provost to provide high-level administrative support to the President, Provost, and Board of Trustees, and to serve as Assistant Secretary during tri‑annual Board meetings and throughout the year.

The role requires managing calendars, coordinating meetings, drafting minutes, arranging travel, and handling confidential information while supporting faculty and campus committees with professional communication.

Qualifications

• Essential: Bachelor’s degree.
• Essential: 2–5 years of administrative assistant experience.
• Desirable: Higher education experience.

Responsibilities

• Greet visitors, answer calls, take messages and respond to routine questions.
• Manage Presidents' and Provosts' calendars and prioritize schedules.
• Prepare board meeting packets, coordinate mailing, and minutes for archives.
• Draft faculty contracts and facilitate faculty hire paperwork.
• Arrange and schedule meetings, travel itineraries, and events.
• Prepare correspondence, agendas, purchase requisitions, expense reports, and other documents.

Skills

Microsoft Office

Communication skills

Multi-tasking

Time management

Teamwork

Interpersonal skills

Written expression

Education

Bachelor's degree

Higher education experience

2–5 years administrative experience

Tools

Office Suite (MS Office)

Email systems

Job description

Executive Assistant to the President and Provost

Location: Eureka, IL
Remote Status: On-Site

Job Id: 279

Position Summary: Execute a variety of administrative duties in support of the President, Provost, and the Board of Trustees. The position also serves as the Assistant Secretary to the Board of Trustees during tri‑annual Board meetings and throughout the year.

Essential Functions

• Greet visitors and answer telephone calls; take messages and reply to routine questions from faculty, staff, students, parents, and the general public.
• Direct phone inquiries to appropriate staff members; reply to general information requests with accurate information.
• Apply direction and prioritization standards for screening the President’s and Provost’s mail, email, voicemail, and appointments using expert judgment and knowledge; manage the President’s and Provost’s calendar.
• Provide general support for the Trustees during tri‑annual meetings and throughout the year; serve as Assistant Secretary to the Board.
• Provide general support for Faculty meetings.
• Compile Board‑meeting packets, coordinate mailing, and prepare minutes for storage in college archives.
• Draft faculty contracts and facilitate faculty hire paperwork.
• Arrange and schedule complex activities including meetings, appointments, and travel itineraries.
• Plan and organize programs, events and meetings; prepare and make arrangements for meeting space and catering.
• Prepare correspondence, memos, agendas, lists, purchase requisitions, expense reports, and other documents; maintain files.
• Compilation and maintenance of highly confidential and sensitive information in support of the College.
• Coordinate repairs and maintenance of office equipment such as copier, fax machines, computers, printers, etc.

Additional Duties and Responsibilities

• Work in collaboration with other personnel in implementing special projects and events for the Provost and the President.
• Oversee the budget and purchasing of supplies and equipment for the office.
• Serve on campus‑wide committees.
• Other duties as assigned.

Supervisory Requirements

May supervise student workers.

Education & Experience

• Essential: Bachelor’s degree.
• Desirable: Bachelor’s degree.
• Essential: 2–5 years of administrative assistant experience.
• Desirable: Higher education experience.

Knowledge, Skills, Abilities

• Knowledge of Microsoft Office Suite applications and electronic mail.
• Ability to communicate effectively both orally and in writing.
• Ability to multi‑task, prioritize, and manage time.
• Ability to work independently as well as collaboratively in a team environment.
• Skilled in building strong interpersonal relationships.
• Skilled in written expression.

Equal Employment Opportunity

Eureka College is an equal‑opportunity employer committed to achieving diversity and cultural awareness within its administration, faculty, staff, and students. The College is intentional in its inclusivity of all persons regardless of race, color, religion, national origin, gender (including gender identity or expression), sexual orientation, marital status, veteran status, disability or ancestry.

Working Conditions

The office is located on the first floor of a building with no elevator. The employee must transfer between buildings in outdoor weather conditions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually quiet to moderate.

Work Schedule

Normal workday is Monday through Friday 8:00 AM to 5:00 PM including one hour allocated for lunch. Flexibility in hours needed to include possible hours in the evenings or on weekends for special events.