Executive Assistant to the Vice Chancellor for Advancement - OVCA

University of Illinois Chicago • Chicago, IL

1d • Onsite

About The Position

Join UIC as the Executive Assistant to the Vice Chancellor for Advancement to provide outstanding high-level support to a senior university leader and contribute to the advancement of the institution’s mission, priorities, relationships, and vision. This is more than an administrative role—it’s an opportunity to work alongside a senior leader, building relationships across the campus community, and ensuring the Vice Chancellor’s office operates with excellence, discretion, and impact. The UIC Office of the Vice Chancellor for Advancement seeks a highly capable administrative professional to serve as the Executive Assistant to the Vice Chancellor for Advancement. This position handles a wide range of highly confidential matters and provides information and services to a diverse spectrum of internal and external constituencies, requiring deep knowledge of University, University of Illinois Foundation (UIF), and departmental policies.

Requirements

• Bachelor’s Degree or foreign equivalent required.
• Five (5) or more years of progressively responsible administrative experience supporting executives within a complex working environment.
• Advanced proficiency in the MS Office suite (Word, Excel, PowerPoint, Outlook).
• Exceptional communication (written and verbal), organizational, interpersonal, and computer skills.
• Demonstrated ability to prioritize multiple complex tasks, manage high-visibility projects, and stay ahead of deadlines.
• Proven ability to work effectively, tactfully, and confidently with diverse, high-profile audiences (including top donors and university executives).
• Highly responsible, self-motivated, possessing exceptional attention to detail, and a proven ability to act independently without direct guidance.

Nice To Haves

• Experience within a donor-based organization, advancement office, or institution of higher education is highly preferred.
• Proven experience working with a constituent relationship management (CRM) database.

Responsibilities

• Proactively and efficiently manages the VC’s daily, weekly, and monthly calendar, ensuring schedules are aligned with strategic priorities.
• Serves as the primary gatekeeper, managing access to the VC while maintaining a professional and welcoming environment.
• Collects and organizes comprehensive briefing and meeting materials for the VC, collaborating closely with the Advancement executive team and staff to ensure readiness.
• Manages all complex travel arrangements, itineraries, and associated logistics for the VC.
• Serves as the principal liaison between the executive team, the Chancellor’s Office, university colleagues, external groups, UIF staff, and internal staff to ensure seamless communication and operations.
• Identifies and prioritizes incoming communication, answers and routes phone calls/emails, handles wide-range information dissemination, and escalates urgent matters as needed.
• Reviews, assesses, routes, and monitors follow-up action steps on all correspondence related to VC and OVCA activities to ensure a timely and accurate workflow.
• Tracks all follow-up actions stemming from VC donor meetings.
• Enters detailed contact reports into the alumni and donor database (CRM), coordinates post-meeting correspondence with development officers, and assists in the delegation of subsequent action steps.
• Monitors activity reports and takes a proactive approach working alongside the VC to ensure fundraising objectives and strategic plans are consistently met.
• Schedules and facilitates all activities, logistics, and arrangements for VC-led advancement meetings and special events.
• Develops systems and procedures to manage presentation materials, handouts, graphics, catering, RSVPs, and audio-visual support.
• Responsible for taking official minutes when appropriate.
• Responsible for overall executive office management, including developing and optimizing office procedures, systems, and workflows.
• Gathers, analyzes, and synthesizes complex information required for administrative reporting and special projects.
• Purchases and maintains the inventory of supplies for the VC’s office.
• Utilizes multiple technical applications (word processing, CRM database, spreadsheets, presentations, and electronic calendars) to drive efficiency.
• Performs other related duties and participates in special projects as assigned.

Benefits

• Health
• Dental
• Vision
• Life Insurance
• Retirement Plan
• Paid time Off
• Tuition waivers for employees and dependents

What This Job Offers

• Job Type: Full-time
• Career Level: Executive