Ex Asst. to General Counsel & VP of Admin

Knox College•Galesburg, IL

5d•Onsite

About The Position

The Executive Assistant provides high-level administrative, organizational, and operational support to the General Counsel and VP of Administration at Knox College. This position serves as a trusted administrative partner and a point of contact for faculty, staff, students, trustees, alumni, parents, donors, community partners, and other constituents. The Executive Assistant manages a complex and frequently changing schedule, coordinates meetings and institutional events, prepares correspondence and briefing materials, maintains confidential information, and ensures that the executive's priorities are carried out effectively. The successful candidate will demonstrate exceptional judgment, discretion, organization, communication skills, and the ability to work effectively in a collaborative academic environment.

Requirements

Demonstrated experience supporting a senior executive, administrator, leader, or similarly demanding professional environment.
Bachelor’s Degree or equivalent combination of education and relevant experience.
Ability to manage confidential information and sensitive situations appropriately.
Professional, polished, and comfortable interacting with individuals at all levels of an institution.
Ability to manage complex schedules, competing priorities, and detailed logistics.
Strong writing, editing, listening, and interpersonal skills.
Ability to anticipate needs, identify solutions, and work independently.
Ability to build productive relationships across academic and administrative areas.
Comfort working in an environment where priorities and schedules may change quickly.
Commitment to providing responsive, respectful, and professional support to internal and external constituents.
Ability to learn and effectively use new systems and tools.
Exceptional organizational and time-management skills.
Excellent written, verbal, and interpersonal communication skills.
Demonstrated ability to handle confidential and sensitive information with discretion.
Strong attention to detail and commitment to accuracy.
Ability to manage multiple priorities, meet deadlines, and remain composed in a fast-paced environment.
Strong proficiency with Google Workspace, calendar management, video conferencing, and other common administrative technologies.
Ability to exercise independent judgment and anticipate needs while knowing when to seek guidance.

Responsibilities

Provide comprehensive administrative support, anticipating needs and helping manage competing priorities.
Maintain and manage a complex calendar, including meetings, appointments, travel, events, and institutional commitments.
Coordinate meetings and prepare agendas, briefing materials, presentations, correspondence, and other documents.
Monitor follow-up items and deadlines resulting from meetings and executive priorities.
Screen, prioritize, and respond to inquiries and correspondence as appropriate.
Prepare and proofread letters, reports, presentations, memos, and other communications.
Exercise sound judgment regarding matters requiring the executive's attention and appropriately route issues to other offices or individuals.
Schedule and coordinate meetings involving senior administrators, faculty, staff, trustees, students, alumni, donors, and external partners.
Prepare meeting agendas, materials, attendance lists, and follow-up communications.
Serve as a point of contact for both internal and external campus events.
Support Board of Trustees and committee meetings, as assigned.
Establish and maintain effective working relationships with faculty, staff, students, trustees, alumni, parents, donors, and community members.
Handle sensitive inquiries and communications with professionalism and discretion.
Draft and coordinate internal and external correspondence on behalf of the executive.
Communicate institutional information accurately while maintaining appropriate confidentiality.
Maintain organized electronic and physical files, records, and confidential documents.
Process invoices, contracts, forms, and other administrative documents.
Assist with special projects and institutional initiatives requiring coordination across multiple departments.
Utilize institutional software, calendars, databases, communication platforms, and other technology effectively.
Conduct research and gather information to support executive decision-making.
Prepare background materials, reports, and briefing documents.
Track institutional initiatives and action items on behalf of the executive.
Coordinate projects involving multiple offices or constituencies.
Represent the executive office on committees or working groups when appropriate.
Perform other duties as assigned.
Manage calendars and schedule meetings for the Office of Civil Rights Compliance and Title IX.
Assist Director and Associate Director in educating the Knox community about policies & procedures regarding discrimination and harassment.
Submit to the Office of Communications revisions to the Knox Website.
Track reports and other information to assist with Clery and Illinois reporting requirements.
Support the Dare2Care peer educators in providing programming and events.
Collaborate with athletics for student-athlete NCAA Attestation.
Create and track mandatory new student / transfer student training modules.
Manage contract payment process for speakers, entertainers, and other outside vendors.
Meet with students, staff, and faculty to receive discrimination & harassment disclosures and explain resolution process options.