Senior Executive Assistant, Advancement Office

University of Illinois Chicago; Chicago (IL); On-site; USD 78,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plan

Paid time off

Tuition waivers

Job summary

University of Illinois Chicago seeks an experienced Executive Assistant to the Vice Chancellor for Advancement to provide high-level support to a senior university leader. You will manage calendars, travel, briefing materials, and communications while ensuring discretion and strategic alignment across the campus.

This role advances fundraising priorities, coordinates with the Advancement team, and helps the VC office run efficiently, with attention to detail, professionalism, and stakeholder

Qualifications

• Bachelor's Degree or foreign equivalent required.
• Five (5) or more years of progressively responsible administrative experience supporting executives within a complex working environment.
• Advanced proficiency in the MS Office suite (Word, Excel, PowerPoint, Outlook).
• Exceptional communication (written and verbal), organizational, interpersonal, and computer skills.
• Demonstrated ability to prioritize multiple complex tasks, manage high-visibility projects, and stay ahead of deadlines.
• Proven ability to work effectively, tactfully, and confidently with diverse, high-profile audiences (including top donors and university executives).
• Highly responsible, self-motivated, possessing exceptional attention to detail, and a proven ability to act independent without direct guidance.

Responsibilities

• Proactively and efficiently manages the VC's daily, weekly, and monthly calendar, ensuring schedules are aligned with strategic priorities.
• Serves as the primary gatekeeper, managing access to the VC while maintaining a professional and welcoming environment.
• Collects and organizes comprehensive briefing and meeting materials for the VC, collaborating closely with the Advancement executive team and staff to ensure readiness.
• Manages all complex travel arrangements, itineraries, and associated logistics for the VC.
• Serves as the principal liaison between the executive team, the Chancellor's Office, university colleagues, external groups, UIF staff, and internal staff to ensure seamless communication and operations.
• Identifies and prioritizes incoming communication, answers and routes phone calls/emails, handles wide-range information dissemination, and escalates urgent matters as needed.
• Reviews, assesses, routes, and monitors follow-up action steps on all correspondence related to VC and OVCA activities to ensure a timely and accurate workflow.
• Enters detailed contact reports into the alumni and donor database (CRM), coordinates post-meeting correspondence with development officers, and assists in the delegation of subsequent action steps.
• Monitors activity reports and takes a proactive approach working alongside the VC to ensure fundraising objectives and strategic plans are consistently met.
• Schedules and facilitates all activities, logistics, and arrangements for VC-led advancement meetings and special events.
• Develops systems and procedures to manage presentation materials, handouts, graphics, catering, RSVPs, and audio-visual support.

Skills

Exceptional communication

Organizational skills

Discretion and integrity

Education

Bachelor's Degree or foreign equivalent

Tools

MS Office

CRM database

Job description

University of Illinois Chicago seeks an experienced Executive Assistant to the Vice Chancellor for Advancement to provide high-level support to a senior university leader. You will manage calendars, travel, briefing materials, and communications while ensuring discretion and strategic alignment across the campus.

This role advances fundraising priorities, coordinates with the Advancement team, and helps the VC office run efficiently, with attention to detail, professionalism, and stakeholder