Strategic Projects & Executive Support Assistant

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

Job summary

The University of Illinois System is seeking an Administrative Assistant (Projects Assistant) to coordinate and advance the EVP/VPAA Office's high‑priority initiatives in Urbana. You will support senior leadership, manage special projects, plan meetings and events, and ensure efficient office operations in a fast-paced environment.

Responsibilities include developing project plans, maintaining dashboards, triaging urgent requests, and synthesizing data for executive decisions.

Qualifications

• High school graduation or equivalent
• Any one or any combination totaling five (5) years (60 months) from the following categories:
• college course work in business, finance, accounting or a related field: 60 semester hours or an Associate's degree equals one (1) year (12 months), 90 semester hours equals two (2) years (24 months), 120 semester hours or a Bachelor's degree equals three (3) years (36 months), Master's degree or higher equals four (4) years (48 months)
• progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles
• As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2.

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. (25%)
• 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. (20%)
• 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. (20%)
• 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. (10%)
• 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. (10%)
• 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. (10%)
• Performs such other duties as assigned by the Chief of Staff. (5%)

Skills

Project management

Executive support

Strategic initiatives

Confidentiality

Organizational skills

Analytical skills

Interpersonal skills

Travel ability

Education

Business, finance, accounting coursework

Associates degree

Bachelor's degree

Master's degree or higher

Job description

The University of Illinois System is seeking an Administrative Assistant (Projects Assistant) to coordinate and advance the EVP/VPAA Office's high‑priority initiatives in Urbana. You will support senior leadership, manage special projects, plan meetings and events, and ensure efficient office operations in a fast-paced environment.

Responsibilities include developing project plans, maintaining dashboards, triaging urgent requests, and synthesizing data for executive decisions.