Executive Assistant

DePaul University•Chicago, IL

About The Position

The Executive Assistant serves as the primary administrative partner to the President and provides high-level operational support to the Office of the President. The role manages the President’s calendar, travel, expenses, and daily administrative activities, provides calendar support to the Chief of Staff, and works closely with the Deputy Chief of Staff to help execute presidential priorities. The position also supports Board of Trustees activities, trustee visits, University House scheduling, and institutional events.

Requirements

High school diploma required.
At least 5 years of experience supporting a senior executive, president, CEO, or equivalent leader.
Demonstrated expertise in complex calendaring and executive travel management.
Exceptional organizational, prioritization, and problem-solving skills.
Strong written and verbal communication abilities.
Advanced proficiency with Microsoft Outlook, Microsoft Office Suite, and virtual collaboration tools.
Ability to manage highly confidential information with discretion and professionalism.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Manage and strategically prioritize the President’s and Chief of Staff’s calendars in alignment with institutional priorities.
Coordinate presidential scheduling and executive engagements with trustees, donors, alumni, university leaders, elected officials, and external partners.
Anticipate needs, resolve scheduling and logistical challenges, and ensure meetings have appropriate materials, participants, and preparation.
Serve as a key point of contact for trustees, university leaders, and external stakeholders, exercising discretion, sound judgment, and executive presence.
Manage executive document preparation, routing, approvals, and follow-up.
Oversee daily office operations, maintain administrative systems and workflows, and resolve operational issues.
Coordinate University House scheduling and logistics in support of presidential and institutional priorities.
Coordinate domestic and international travel, prepare itineraries and briefing materials, manage travel logistics, and resolve issues.
Oversee preparation, submission, and reconciliation of presidential expenses in accordance with university policies.
Coordinate logistics for Board of Trustees and committee meetings, retreats, trustee events, and presidential engagements.
Manage meeting and event operations, including scheduling, catering, technology, attendee coordination, and materials distribution.
Support trustee visits and institutional events to ensure a seamless experience for participants and stakeholders.