Hybrid: Executive Admin Coordinator, Office of President

Waubonsee Community College; Sugar Grove (IL); Hybrid; USD 29,000 - 35,000; Full time

Benefits offered by this job

14 paid holidays

Low-cost medical, dental, and vision

Secure pension plan through SURS

Job summary

Waubonsee Community College in Sugar Grove, IL is seeking a Senior Administrative Coordinator for the Office of the President. This full-time position provides high-level administrative and operational support to the President and Office of the President, ensuring efficient office operations and confidentiality.

The role requires a highly organized, proactive professional who can manage calendars, prepare meetings, coordinate events, and maintain filing systems while upholding professional

Qualifications

• High school diploma or equivalent; Associate degree preferred.
• At least three years of administrative, clerical, or executive support experience.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Ability to produce accurate, professional documents and correspondence.
• Strong verbal and written communication skills; professional interaction with senior leaders and external guests.
• Ability to work independently with confidentiality.
• Experience supporting an executive office preferred.
• Strong organizational skills, attention to detail, adaptability, and prioritization.
• Ability to navigate digital tools and enterprise systems.

Responsibilities

• Coordinate internal and external meeting requests. Ensure meetings are organized and set up with proper technology. Monitor and document recurring and ongoing meetings, conferences and other deadlines for the Office of the President and the institution.
• Maintain and update the President’s contact database for external and community partners and elected officials.
• Serve as departmental point of contact to receive and process complaints in accordance with institutional procedures, as needed.
• Schedule and process the President’s leave requests. Process leave requests from the President’s direct reports. Monitor the VP Calendar in Outlook and note activity as appropriate on the President’s calendar.
• Provide logistical support in preparation of institutional meetings and special events such as the All-College Address, Biscuits with the Boss, RISE events, President’s Cabinet, Administrative Council, the annual All-Staff Holiday Party, and Commencement. Assist in set up, logistics, and office staffing during board meetings.
• Oversee the procedures for the board room, manage scheduling of the board room, and Office of the President conference room. Research and provide feedback on other college policies and procedures, as needed or requested.
• Welcome institutional and departmental guests to the OOTP, provide hospitality, send directions and parking passes, and arrange cards, flowers, or other materials as requested.
• Organize and maintain digital and physical filing systems for confidential and operational documents and maintain OOTP procedures manual.
• Manage daily office operations for the Office of the President, including receiving and processing mail and shipped materials, maintaining office supplies, organizing the office suite, supporting office aesthetics, and opening and closing the office as needed.
• Coordinate departmental purchasing and administrative paperwork, including requisitions, purchase orders, subscriptions, memberships, PCard statements, travel expense reports, and related documentation in accordance with college procedures.
• Answer and monitor calls for the OOTP general line and provide backup for other OOTP staff.
• Provide general clerical and administrative support to OOTP staff, including support for onboarding new hires and backup assistance for the Executive Administrative Coordinator to the President/Clerk of the Board and the Executive Administrative Coordinator to the Executive Vice President and Chief of Staff.
• Provide responsive administrative and operational support to the President and Executive Vice President and Chief of Staff, anticipating routine needs and coordinating timely follow-through on requests.
• Coordinate assigned projects and administrative initiatives, monitor deadlines and deliverables, maintain organized tracking systems, and ensure timely follow-through on outstanding tasks and commitments. Proactively identify opportunities to improve Office of the President operations, streamline administrative processes, leverage technology, and implement practical solutions that enhance efficiency and responsiveness.
• Perform other duties as assigned.

Skills

Administrative experience

Microsoft Office proficiency

Communication skills

Independence and confidentiality

Problem-solving

Education

High school diploma; Associate degree preferred

Tools

Microsoft Office Suite (Outlook, Word, Excel, Teams)

Job description

Waubonsee Community College in Sugar Grove, IL is seeking a Senior Administrative Coordinator for the Office of the President. This full-time position provides high-level administrative and operational support to the President and Office of the President, ensuring efficient office operations and confidentiality.

The role requires a highly organized, proactive professional who can manage calendars, prepare meetings, coordinate events, and maintain filing systems while upholding professional