Executive Office Support Liaison

City Colleges of Chicago; Chicago (IL); On-site; USD 50,000 - 54,000; Full time

Benefits offered by this job

Health benefits

403(b) & 457(b) plans

SURS Retirement Plan

Generous vacation/holidays/personal/s/

Tuition Reimbursement

Job summary

City Colleges of Chicago’s Malcolm X College seeks an Executive Office Support Liaison to provide confidential executive-level administrative assistance to the Office of the President/OD. You will manage calendars, respond to inquiries, greet visitors, and handle sensitive correspondence with professionalism.

The role requires strong organizational, communication, and multitasking skills, with experience supporting executive functions and proficiency in Microsoft Office.

Qualifications

• Associate degree required; Bachelor’s degree preferred.
• Three years of administrative support experience.
• Experience supporting executive functions preferred.
• Proficient in Outlook and Microsoft Office suite.
• Strong written and verbal communication, and discretion.

Responsibilities

• Provide executive-level administrative support and office management duties.
• Greet visitors and respond to inquiries from staff and the public.
• Manage calendars, schedule meetings, and coordinate events.
• Prepare correspondence, maintain confidential files, and process mail.
• Assist with meetings, materials, and travel or attendance logistics.
• Contribute to budget, procurement, and reporting processes as needed.

Skills

Interpersonal skills

Verbal and written communications

Organizational skills

Time management

Customer service

Discretion

Bilingual English/Spanish

Education

Associate’s degree

Bachelor’s degree or higher preferred

Tools

Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

EXECUTIVE OFFICE SUPPORT LIAISON

MALCOLM X COLLEGE

Malcolm X College is currently seeking an Executive OfficeSupport Liaison. The Executive Office Support Liaison performsresponsible administrative support of a confidential and sensitivenature for executive-level administrators, including but notlimited to an Officer of the District (OD), college President, orVice-President.

Working in a fast-paced, highly energized work environment, the position provides executive-level assistance to an Executive/OD by performing administrative duties and handling sensitive informationwith a high level of confidentiality and integrity. The Executive Office Support Liaison interacts with administrators, staff, community representatives, public officials, and other individualswith a high level of professionalism. Performs related duties asrequired.

The President's primary responsibility is to provide the vision for the College and continuous leadership and direction for the planning and operation of all aspects of the College's programs and services in conformity with City Colleges of Chicago Boardpolicies, ICCB and IBHE rules and regulations, and State law. The Office of the President is also responsible for developing, maintaining, and evaluating the academic programs and studentservices of the College and creating a climate that enhances student learning, stimulates creative approaches to teaching andlearning, and motivates both staff and students to optimumachievement through reinvention.

The mission of Malcolm X College is to provide accessibleliberal arts and health-focused education that fosters personal andprofessional achievement. To fulfill this mission, we focus on thefollowing core values: accountability, community, diversity,empowerment, learning, and respect.

ESSENTIAL DUTIES

• Provides responsible administrative support and performs officemanager functions as directed for the Office of an Executive/OD. Acts as backup for the Executive Office Manager as directed.
• Provides front desk coverage in the Office of an Executive/OD. Responds to inquiries and requests for information from visitors and directs to appropriate personnel.
• Responds to inquiries received either in-person, by phone, orby email. Exercises discretion and good judgment in responding and problem-solving. Consults with appropriate staff as needed.
• Greets and announces visitors arriving at the Office of theExecutive/OD for scheduled meetings or appointments.
• Answers and directs telephone calls, provides generalinformation, takes messages, and routes callers to appropriatestaff. Retrieves messages left on voice mail and directs to properstaff.
• Assists in managing supervisor’s calendar as needed; schedulesmeetings and events; and informs supervisor of daily appointmentschedule and commitments.
• Prepares and types correspondence for internal and externalconstituents; copies and distributes documents; maintainsspreadsheets and databases. Maintains confidential files, records,and other sensitive information.
• Provides planning and coordinator support for meetings andevents including, but not limited to, executive tours, stakeholdervisits, faculty/staff appreciation receptions. Schedules rooms, arranges for audio and visual technical support, prepares anddistributes materials, orders food/beverages; and tracksattendance.
• Handles incoming and outgoing office mail; opens mail anddirects to appropriate staff; and processes outgoing mail. Receivesand logs incoming signature requests while keeping an accuratefiling system of returned items.
• Performs basic research, compiles data from various sources,and prepares summary reports as requested.
• Requests and relays information to college administrators andstaff as directed.
• Prepares purchase requisitions to order supplies and equipment. Reviews invoices and purchase orders for correct charges andverifies delivery of ordered items.
• May contribute to the preparation of information and documents for use in collective bargaining agreement negotiations and otherlabor relations matters.
• May serve on committees as assigned.
• May maintain and update business reports to include procurementand requisition reports; budgets and cost reports; event expensereports; and other management reports.
• Manages or assists with special projects as needed.
• Performs related duties as required.

QUALIFICATIONS

• Associate’s degree from an accredited college. Bachelor’sdegree or higher preferred
• Three years of experience in an administrative supportcapacity
• Previous experience supporting executive functions stronglypreferred
• A combination of education and experience may be taken intoconsideration provided the minimum degree requirement is met
• Must be proficient in the use of Outlook and Microsoft Office(Word, Excel, PowerPoint)
• Knowledge of general office procedures and practices
• Excellent interpersonal, written and verbal communicationskills
• Ability to compose correspondence
• Strong organizational and time management skills
• Evidence of excellent customer service skills
• Ability to communicate clearly and interact with othersrespectfully
• Ability to exercise discretion and good judgement
• Ability to work within a culturally diverse environment
• Ability to work independently and meet deadlines whilepro-actively managing multiple tasks and changing priorities
• English and Spanish bilingual preferred

Salary Range : $49,561 - $54,000

Offered salary will be determined by the applicant's education,knowledge, skills and abilities, as well as other factors such asinternal equity.

Benefits information is found at https://www.ccc.edu/departments/Benefits/

WE OFFER:

Excellent health benefits at a low cost;Investment plans 403(b) & 457(b); SURS Retirement Plan;Generous vacation, holidays, personal and sick days; TuitionReimbursement. For a more detailed overview of benefits pleasevisit our benefits page.

MXC was recognized for its best-in-class student and staffrecruitment and retention practices, inclusive learning and workingenvironments, and meaningful community service and engagementopportunities.

Chicago residency is required for all full-time employees within6 months of hire.

We are an equal opportunity and affirmative actionemployer.

Thank you for your interest in City Colleges ofChicago!

Additional Information

• Salary Range: Salary Range: $49,561 - $54,000