Executive Projects Assistant

University of Illinois at Urbana-Champaign; Urbana (IL); On-site; USD 70,000 - 80,000; Full time

Job summary

The University of Illinois Urbana-Champaign seeks an Administrative Assistant (Projects Assistant) to coordinate and advance high-priority initiatives within the EVP/VPAA Office, reporting to the Chief of Staff. The role focuses on operational effectiveness and cross-functional project management across the university system.

It requires strong judgment, analytical skills, and the ability to work in a fast-paced environment, with 4–5 days in office and occasional travel.

Qualifications

• High school graduation or equivalent.
• Five years of progressively responsible professional experience in office operations.
• Education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2.
• At least five years of relevant professional experience, including project management, executive support, or strategic initiatives with senior leadership.

Responsibilities

• Assist with special projects and initiatives including development of project plans and timelines, monitoring progress, and ensuring the execution and completion of deliverables. Manage ongoing and ad hoc projects and initiatives as assigned by the Chief of Staff.
• Support high-level meetings, retreats, and special events including agenda development, logistics, budget management, and follow-up. Serve as a liaison between the EVP/VPAA Office and internal/external partners and guests.
• Support operational planning for the EVP/VPAA Office, including workflow coordination, process improvement, documentation, and implementation of office procedures. Maintain project records, shared files, dashboards, contact lists, and other tracking tools to ensure information is organized, current, and accessible.
• Assist with intake, prioritization, and execution of emerging requests, ensuring urgent items are triaged appropriately and routine operational needs are handled efficiently in collaboration with Business Administrative Associate.
• Conduct research, prepare briefing materials, and synthesize data to inform executive decision-making. Manage key issues by seeking information and counsel, while keeping the Chief of Staff informed.
• Assists as necessary to help solve problems in a positive and proactive manner ensuring collaboration with the relevant stakeholders and adherence to state and federal laws and policies of the University and Board of Trustees.
• Performs such other duties as assigned by the Chief of Staff.

Skills

Project management

Executive support

Strategic initiatives

Analytical skills

Problem-solving

Interpersonal skills

Confidentiality

Education

High school diploma or equivalent

Associates or higher education in business/related field

Bachelor's degree or higher (preferred)

Job description

The University of Illinois Urbana-Champaign seeks an Administrative Assistant (Projects Assistant) to coordinate and advance high-priority initiatives within the EVP/VPAA Office, reporting to the Chief of Staff. The role focuses on operational effectiveness and cross-functional project management across the university system.

It requires strong judgment, analytical skills, and the ability to work in a fast-paced environment, with 4–5 days in office and occasional travel.