Executive Coordinator

Harper College; Hoffman Estates (IL); On-site; USD 60,000 - 90,000; Full time

Job summary

Harper College seeks an experienced executive assistant to provide high-level support to the President, anticipate needs, and manage priorities across institutional initiatives. You will coordinate calendars, travel, and communications, drafting leadership-ready materials and maintaining confidential records.

Responsibilities include coordinating meetings, supporting cabinet meetings, and ensuring timely responses to correspondence.

Qualifications

• Five or more years of progressively responsible administrative support at executive level.
• Strong writing skills and ability to work under pressure.
• Experience preparing and monitoring budgets and coordinating complex calendars.

Responsibilities

• Provide high-level executive support to the President, anticipating needs and prioritizing initiatives.
• Serve as primary contact for internal and external Harper community to facilitate communication with the President.
• Draft correspondence, reports, presentations, and briefings with independent review for signature.
• Coordinate meeting agendas, materials, and logistics for executive meetings and presidential engagements.
• Support Executive Cabinet and committees with notetaking and follow-ups.
• Assist with board participation activities and related duties as assigned.
• Manage the President's calendar, travel, and related logistics; supervise administrative staff.
• Develop and maintain office procedures, budgets, and cost center information.

Skills

Executive support

Budget management

Communication

Interpersonal skills

Multi-tasking

Education

Bachelor's degree

Tools

Microsoft Office

Adobe

Job description

ABOUT US

QUALIFICATIONS

JOB DESCRIPTION

Executive Leadership Support

Provides high-level executive support to the President, exercisinginitiative, discretion, and independent judgment.

Anticipates the President’s needs and priorities to ensureinstitutional initiatives and projects advance effectively.

Serves as primary point of contact for the internal and externalHarper community, facilitating smooth communication between thePresident and all parties.

Proactively determines the prioritization of situations andresponses requiring the President’s attention. Composes independentreplies to correspondence for signature.

Composes, edits, and coordinates correspondence, reports,presentations, briefings, and other executive documents. Draftsresponses independently for the President’s review and signature asappropriate.

Coordinates the preparation and distribution of meeting agendas,presentation materials, supporting documents and other informationrequired for executive meetings and presidential engagements.

Supports the Executive Cabinet meetings and other committeemeetings as assigned through notetaking and follow-ups.

Supports the President’s participation in roles on local, state andnational boards.

Performs related duties and special assignments as directed by thePresident.

Office Administration and Operations

Manages the President’s complex calendar, prioritizes meetingrequests, coordinates appointments and engagements, and arrangestravel, itineraries, and related logistics.

Manages the daily administrative operations of the President’soffice, establishing work priorities and coordinating officeactivities to ensure timely and effective delivery ofadministrative support.

Manages and performs a broad array of administrative supportfunctions for the President’s Office such as, preparing reports,scheduling meetings, drafting agendas, developing and distributingpresentation materials, minute-taking, providing hospitality to allguests, check requisitions, receiving and responding to phone andemail correspondence, etc.

Supervises assigned administrative support staff.

Develops, maintains and improves administrative procedures andpractices to promote efficient office operations and effectivecoordination of responsibilities.

Reviews all employment offer letters of the College on behalf ofthe president, ensuring accuracy in the established review andapproval process. Collaborates with the Chief of Staff and supportstaff within the office to meet the priorities of thePresident.

Establishes and maintains collaborative working relationships withall levels of the institution, as well as externalconstituents.

Maintains working knowledge of all major initiatives of theinstitution.

Monitors the office budget during the fiscal year, maintainsexpenditures and serves as cost center manager for the President’sOffice; assembles budget information and prepares the initialoffice budget.

Records, Information, and Confidentiality Management

Manages sensitive information with discretion andconfidentiality.

Properly maintains Presidential records and correspondence toensure organization and quick retrieval.

Maintains and updates the President’s presentation database andprofessional vitae, including records of external presentations andengagements.

Maintains internal communication with appropriate staff andadministrators and responds to inquiries in accordance withestablished procedures. Works with Communications team to finalizeand execute all-campus communications from the President.

Working Conditions/Physical Requirements:

Work is primarily indoor and sedentary in nature. Flexibility towork early mornings, evenings and weekends as required based on thePresident’s schedule and college needs. Remote work must becoordinated with the President on a weekly basis.

Equipment/Tools Used:

Utilizes standard office equipment to perform the duties of thejob.

Supervision:

Under the limited supervision of the President. Works with greatlatitude for independent judgment in the completion ofresponsibilities. Supervises the work activities of otheradministrative staff in the President’s Office.

Minimum Acceptable Qualifications:

Education:

Bachelor degree required. Advanced level ofproficiency with multiple education and office software packagessuch as Microsoft Office (Word, Excel, PowerPoint, Outlook) andAdobe.

Experience:

A minimum of five years of progressivelyresponsible administrative support with experience supporting theexecutive level. Experience preparing and monitoring budgets.Strong follow-up and follow-through skills. Strong writing skillsand ability to show grace under pressure. Detail-oriented with theability to multi-task and work well under pressure. Stronginterpersonal skills with ability to interact effectively acrossinternal and external organizational structures.

ABOUT THE TEAM

42.11306

RESPONSIBILITIES