Executive Affairs Coordinator

DePaul University•Chicago, IL

5d•Onsite

About The Position

The Executive Affairs Coordinator serves the Senior Vice President (SVP) for the Division of Belonging, Engagement and Mission by providing high-level administrative and event/program support. The Executive Affairs Coordinator supports the day-to-day operations of the Office of the SVP, supporting university-wide Thriving Initiatives and events/programs in the Office of Institutional Equity and Thriving (OIET). The role requires strong organization, communication, and relationship skills to effectively support the leadership, initiatives, and to engage with stakeholders across the university. This position will manage a diverse range of complex and highly confidential tasks on behalf of the BEAM leaders and the division as a whole.

Requirements

Bachelor's degree education and relevant administrative experience, required.
Demonstrated experience providing administrative, operational, or program support.
Proven ability to coordinate meetings, events, or projects involving multiple stakeholders.
Strong experience managing calendars, scheduling, and logistics for leaders or teams.
Ability to handle confidential and sensitive information with discretion.
Experience supporting student engagement, belonging, or mission related initiatives.
Demonstrated experience with basic budget processing, expense tracking, or purchasing procedures.
Experience assisting with communications, outreach or information distribution to diverse audiences.
Ability to manage multiple tasks and shifting priorities.
Skill in calendar management, meeting coordination, and logistical planning.
Ability to follow established processes and maintain accurate records.
Written and verbal communication skills appropriate for working with students, staff, faculty and campus partners.
Ability to work independently on assigned tasks while receiving general direction.
Attention to detail in documentation, scheduling, and financial processing.
Basic proficiency with common office and collaboration tools (email, shared documents, spreadsheets, virtual meeting platforms).
Skilled in using professional judgment and discretion with sensitive information.
Skilled in creating planning timelines to meet goals.

Responsibilities

Manage calendar, coordinate meetings and appearances, coordinate written correspondence, arrange travel, screen and route e-mails and outreach to the SVP.
Prepare and submit expense reports and maintain the record-keeping and general operations for the office of the Senior Vice President.
Assist with financial transactions for the Office of the SVP, BEAM. May also provide similar support for the VP of BEAM on a more limited basis.
Support Thriving Initiative events/programs and sponsored events/programs by the Office of Institutional Equity and Thriving (OIET).
Provide logistical assistance, which includes events/programs for Thriving Circle leader meetings, DePaul Belonging Collective, and large campus events for Thriving, etc.
General operational support for BEAM divisional events, focus areas and cross-functional teams, and special projects as assigned.