Executive Office Support Liaison

CCC; Chicago (IL); On-site; USD 50,000 - 54,000; Full time

Benefits offered by this job

Excellent health benefits

403(b) & 457(b) retirement plans

SURS Retirement Plan

Generous vacation/holidays/personal/sr

Tuition Reimbursement

Job summary

Malcolm X College seeks an Executive Office Support Liaison to provide confidential executive assistance to senior college leaders. You will handle calendars, correspondence, and complex administrative tasks with discretion while coordinating meetings and events.

Role requires strong communication, organization, and customer service skills, plus proficiency with Outlook and Microsoft Office. Chicago residency is required for full-time staff, with competitive benefits offered.

Qualifications

• Associate’s degree from an accredited college. Bachelor’s degree or higher preferred.
• Three years of experience in an administrative support capacity.
• Previous experience supporting executive functions strongly preferred.
• Proficient in Outlook and Microsoft Office suite.
• Knowledge of general office procedures and practices.
• Excellent written and verbal communication skills.
• Ability to compose correspondence and manage multiple tasks.
• Ability to work independently and meet deadlines in a diverse environment.
• English and Spanish bilingual preferred.

Responsibilities

• Provides administrative support and office manager functions for the Executive/OD.
• Greets visitors, answers inquiries, and directs to appropriate staff.
• Manages supervisor’s calendar, schedules meetings, and informs daily commitments.
• Prepares correspondence, maintains confidential files, and runs data in spreadsheets.
• Plans and coordinates meetings and events, including logistics and materials.
• Handles mail, receipts, and procurement processes; processes invoices and PO approvals.
• Supports committee work and prepares management reports and special projects.
• Maintains and updates business reports including procurement and budgets.

Skills

Interpersonal skills

Time management

Organizational skills

Customer service

Discretion and judgment

Bilingual English/Spanish

Education

Associate’s degree

Bachelor’s degree (preferred)

Tools

Outlook

Microsoft Office (Word, Excel, PowerPoint)

Job description

EXECUTIVE OFFICE SUPPORT LIAISON
MALCOLM X COLLEGE

Malcolm X College is currently seeking an Executive Office Support Liaison.The Executive Office Support Liaison performs responsible administrative support of a confidential andsensitive nature for executive-level administrators, including but not limited to an Officer of the District(OD), college President, or Vice-President.

Working in a fast-paced, highly energized work environment, the position provides executive-levelassistance 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 withadministrators, staff, community representatives, public officials, and other individuals with a high levelof professionalism. Performs related duties as required.

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 Board policies, 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 student services of the College and creating a climate that enhances student learning, stimulates creative approaches to teaching and learning, and motivates both staff and students to optimum achievement through reinvention.

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

ESSENTIAL DUTIES

• Provides responsible administrative support and performs office manager functions as directed forthe 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 requestsfor information from visitors and directs to appropriate personnel.
• Responds to inquiries received either in-person, by phone, or by email. Exercises discretion and goodjudgment in responding and problem-solving. Consults with appropriate staff as needed.
• Greets and announces visitors arriving at the Office of the Executive/OD for scheduled meetings orappointments.
• Answers and directs telephone calls, provides general information, takes messages, and routescallers to appropriate staff. Retrieves messages left on voice mail and directs to proper staff.
• Assists in managing supervisor’s calendar as needed; schedules meetings and events; and informssupervisor of daily appointment schedule and commitments.
• Prepares and types correspondence for internal and external constituents; copies and distributesdocuments; maintains spreadsheets and databases. Maintains confidential files, records, and othersensitive information.
• Provides planning and coordinator support for meetings and events including, but not limited to, executive tours, stakeholder visits, faculty/staff appreciation receptions. Schedules rooms, arranges for audio and visual technical support, prepares and distributes materials, orders food/beverages;and tracks attendance.
• Handles incoming and outgoing office mail; opens mail and directs to appropriate staff; andprocesses outgoing mail. Receives and logs incoming signature requests while keeping an accuratefiling system of returned items.
• Performs basic research, compiles data from various sources, and prepares summary reports asrequested.
• Requests and relays information to college administrators and staff as directed.
• Prepares purchase requisitions to order supplies and equipment. Reviews invoices and purchaseorders for correct charges and verifies delivery of ordered items.
• May contribute to the preparation of information and documents for use in collective bargainingagreement negotiations and other labor relations matters.
• May serve on committees as assigned.
• May maintain and update business reports to include procurement and requisition reports; budgetsand cost reports; event expense reports; 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’s degree or higher preferred

• Three years of experience in an administrative support capacity
• Previous experience supporting executive functions strongly preferred
• A combination of education and experience may be taken into consideration provided the minimumdegree 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 communication skills
• Ability to compose correspondence
• Strong organizational and time management skills
• Evidence of excellent customer service skills
• Ability to communicate clearly and interact with others respectfully
• Ability to exercise discretion and good judgement
• Ability to work within a culturally diverse environment
• Ability to work independently and meet deadlines while pro-actively managing multiple tasks andchanging 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 as internal equity.

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; Tuition Reimbursement. For a more detailed overview of benefits please visit our benefits page.

MXC was recognized for its best-in-class student and staff recruitment and retention practices, inclusive learning and working environments, and meaningful community service and engagement opportunities.

Chicago residency is required for all full-time employees within 6 months of hire.
We are an equal opportunity and affirmative action employer.
Thank you for your interest in City Colleges of Chicago!

Additional Information

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