Executive Administrative Coordinator to President/Clerk of the Board
About The Position
Join our dynamic team at Waubonsee Community College, where your career can flourish. We are committed to being an exceptional employer, offering a comprehensive benefits package with generous time off, low-cost medical, dental, and vision plans, and a secure pension plan through SURS. You'll also enjoy 14 paid holidays, including winter and Thanksgiving breaks. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students. Your future starts here – join us today! Waubonsee Community College is committed to hiring and retaining exceptional faculty and staff who are committed to the college’s culture of collaboration, professional growth and student success. This position reports to the President and works closely with the Chief of Staff, who provides direction, establishes work priorities, and coordinates assignments in support of the President and the Office of the President. The Executive Administrative Coordinator provides direct, executive support to the President and serves as Clerk of the Board of Trustees. The position exercises leadership in coordinating complex executive and Board operations, anticipating needs, resolving issues, leading assigned projects, and ensuring timely follow-through on presidential priorities. The EA demonstrates initiative, accountability, sound judgment, discretion, and the ability to lead through influence while managing highly confidential and sensitive matters. This position is predominantly in-person and requires regular on-campus presence.
Requirements
- Associate degree or equivalent education and training required.
- A minimum of five years of progressively responsible administrative experience supporting executive-level leadership, executive operations, or senior-level coordination required.
- Demonstrated experience managing complex calendars, executive correspondence, confidential information, high-level meetings, and competing priorities.
- Demonstrated advanced digital fluency, including proficiency with Microsoft 365 applications such as Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, and related collaboration tools; electronic Board management systems; virtual meeting platforms; electronic signature and PDF applications; project or task management systems; digital records management; and the ability to quickly learn new enterprise technologies.
- Demonstrated leadership, initiative, ownership, independent judgment, and problem-solving ability.
- Exceptional written communication, editing, proofreading, minute preparation, and oral communication skills.
- Demonstrated ability to build and maintain effective working relationships, including with trustees, executive leaders, employees, students, elected officials, community leaders, donors, business partners, and members of the public.
- Strong organizational skills and the ability to manage multiple high-priority assignments with accuracy and limited supervision.
- Proven ability to exercise discretion and maintain confidentiality regarding personnel, legal, governance, and institutional matters.
- Demonstrated experience with budget administration, expense reconciliation, purchasing, or related financial processes.
Nice To Haves
- Bachelor’s degree preferred.
Responsibilities
- Serve as Executive Administrative Coordinator to the President to include: Preparation of correspondence and reports. Preparation of conference/meeting travel and meeting materials. Managing registration and travel reimbursement for conference/meeting attendance for the President. Reconciliation of monthly credit card statements. Strategically manage the President’s complex calendar by evaluating meeting requests, aligning the schedule with institutional priorities, resolving competing demands, protecting time for priority work, anticipating preparation and travel needs, and communicating schedule changes to appropriate stakeholders. Manage, monitor, and triage the President’s email under delegated authority; identify urgent or sensitive matters; maintain a follow-up system; and ensure timely resolution of outstanding correspondence. Anticipate the needs of the President, identify potential issues, independently initiate appropriate action within delegated authority, and present recommended solutions when escalation is required. Develop meeting agendas in collaboration with the President and/or Chief of Staff. Identify opportunities to streamline processes, reduce duplication, improve responsiveness, and strengthen service.
- Serve as Clerk of the Board to include: Attend all Board of Trustees meetings; accurately record Board actions; prepare official meeting minutes; and obtain required signatures for official College documents. Participate in Board prep and lead the process of preparing the monthly electronic Board Book. Manage the Board of Trustees digital portal, including managing the Board of Trustees web presence. Managing registration and travel reimbursement for conference/meeting attendance. Reconciling monthly credit card statements. Monitoring the Illinois Open Meetings Act, maintaining compliance, attending seminars as needed, and complete electronic training on an annual basis. Managing the board document filing system and records retentions and recovery system. Managing the documentation of required training for Board of Trustees. Provide cross training for the Clerk of the Board function.
- Indirectly reports to the Associate Chief of Staff and function as part of the Office of the President team providing backup for other team members.
- Perform other duties as assigned.
Benefits
- Generous time off
- Low-cost medical, dental, and vision plans
- Secure pension plan through SURS
- 14 paid holidays, including winter and Thanksgiving breaks
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
