Administrative Assistant & Hospitality Coordinator

Olivet Nazarene University•Bourbonnais, IL

1d•Onsite

About The Position

As a Christian university, Olivet Nazarene University exists to provide an education with a Christian purpose. We value diversity as a means to enrich and deepen the educational experience, both inside and outside the classroom and online. We are committed to recruit and retain mission-aligned faculty and staff from diverse backgrounds. We strive to be a more inclusive community as we seek to understand and celebrate our unique experiences and perspectives. The Administrative Assistant provides administrative support to both the Office of the President and the Chief Financial Officer while delivering professional, warm, customer-service-oriented hospitality to guests and visitors. This role supports the day-to-day operations of both offices through scheduling, project coordination, event support, financial administrative tasks, and interaction with a variety of University stakeholders, donors, board members, vendors, and campus constituents.

Requirements

A lifestyle in agreement with the ONU Statement of Mission, Faith, and Lifestyle Covenant.
Proficient with Microsoft Office, PowerPoint, Outlook, etc. and ability to navigate database and phone systems.
Ability to remain professional and productive in an environment that can range between both fast-paced and quiet depending on the calendar of events and projects.
Professional in conduct, dress, and communication.
Passion for creating welcoming environments for guests.
Resourceful self-starter who takes initiative.
High level of accuracy and attention to detail.
Ability to manage multiple projects, deadlines, and priorities concurrently.
Strong communication skills and a customer-service mindset, aiming to anticipate needs.
Organized and interested in creating new, streamlined processes to increase efficiency.
Strong interpersonal skills with demonstration of patience, tact, and confidentiality.
Commitment to serving with excellence and leading by example.

Nice To Haves

Preference given to candidates with 3 to 5 years of previous experience in an administrative assistant role.

Responsibilities

Provide administrative support for functions of both the Office of the President and the Office of the Chief Financial Officer, including scheduling meetings, preparing documents and presentations, placing work orders, maintaining records, and completing special projects.
Answer President’s Office phone and greet guests—serving as the initial point of contact for the office.
Manage incoming and outgoing mail and monitor the inbox of the general Office of the President email address, routing communications to the appropriate staff member or department as needed.
Maintain inventory and replenish supplies for the office, including hospitality snacks and beverages, and a stock of Presidential gifts and “leave-behinds.”
Take ownership of the cleanliness and organization of the office kitchen/workroom and various storage areas.
Provide event support to the EA for various faculty and staff celebrations, corporate dinners, bi-annual Board of Trustees meetings, annual Olivet Foundation Board meeting, campus-wide initiatives, etc.
Coordinate large mailings, event invitations, and track RSVPs.
Process invoices, expense reimbursements, and monthly corporate card statements for the President's Office and assist with designated administrative financial processes for the Office of the Chief Financial Officer.
Assist in hospitality arrangements and “surprise & delight” details when the President is hosting influential speakers, leaders, donors, and guests at the University.
Oversee the reservations, cleaning schedule, supply inventory, maintenance requests, and guest communication for the President’s Dining Room, Guest House, Girard Apartment, and Reedy Missionary House.
Place funeral flower orders on behalf of the University.
Help EA arrange seasonal centerpieces for dining room and decorate for Christmas.
Must be able to work evening and weekend hours associated with events as needed.
Supervision of student workers as needed.