Executive Assistant (FT), CFRN50960ASR

College of DuPage

3d•Onsite

About The Position

The Executive Assistant provides high-level operational, administrative, and strategic support to the Vice President of Analytics, Strategy, and Research to ensure efficient and effective leadership operations. This role is responsible for managing complex and dynamic priorities, coordinating communications, and overseeing key administrative and operational processes with a focus on accuracy, discretion, and proactive problem-solving. The Executive Assistant serves as a key liaison with internal and external stakeholders, fostering seamless collaboration across the College while supporting critical initiatives, project coordination, and executive reporting.

Requirements

Associate’s degree (or equivalent experience) required.
Four (4) or more years of experience supporting senior executives, preferably in a College or University administrative setting.
Excellent verbal and written communication skills required.
Proven ability to accurately proofread and edit documents required.
Proven ability to manage multiple priorities and deadlines simultaneously, including attention to detail with accuracy.
Demonstrates discretion and confidentiality required.
Working knowledge of basic descriptive statistics required.
Proficient in use of MS Office programs including Word, Excel, PowerPoint, Access, and Outlook required.
Able to exercise sound judgment, tact, and diplomacy required.
Ability to interact well with all levels of college staff and external stakeholders required.
Must be self-motivated and capable of working autonomously yet function as integral part of a team required.

Nice To Haves

Bachelor’s degree preferred.
Competency in office and data applications and creative presentations of research and statistical data preferred.
Previous experience supporting institutional planning, accreditation, and reporting functions preferred.

Responsibilities

Manage and prioritize the Vice President’s complex calendar, anticipating needs, ensuring alignment with strategic priorities and proactively resolving scheduling conflicts.
Serve as a primary point of contact on behalf of the Vice President, exercising sound judgment in triaging communications, responding as appropriate, and escalating matters when necessary.
Coordinate and execute meetings and events, including booking in the College’s scheduling system, preparing agendas and materials, arranging technology, and partnering with Conference and Events, Scheduling, Custodial, and other departments to ensure seamless execution.
Prepare, review, and ensure accuracy of executive-level materials, including presentations, reports, proposals, statistical tables and charts, data summaries, and correspondence.
Exercise professional judgment in applying word processing and graphic arts skills to prepare internal and external reports, documents and publications (e.g., Strategic Long Range Plan, Fact Book, etc.) for final publication.
Oversee administrative and operational functions of the Analytics, Strategy, and Research Office, ensuring efficient workflows and consistent processes and establishing new processes as needed.
Serve as collaborative bridge between the Analytics, Strategy and Research and other campus stakeholders to facilitate college-wide institutional effectiveness initiatives.
Coordinate, support, and advance departmental projects and initiatives by tracking timelines, scheduling meetings, managing documentation and shared virtual workspaces, following up on deliverables, and facilitating communication among stakeholders.
Organize, schedule, and provide administrative support for shared governance groups led or convened by the Vice President.
Compile and maintain executive status report on projects sponsored by the Vice President including timelines, milestones, outcomes, routine progress updates, and potential blockers of project progress.
Coordinate domestic and international travel arrangements for the Vice President and select team engagements led by the Vice President, including itineraries and logistics.
Respond directly to requests for existing data and route other requests to appropriate professional staff.
Maintain and update internet and portal site content as assigned (e.g., Office of Research and Analytics, Strategic Long Range Plan Advisory Committee, Institutional Effectiveness Council, etc.).
Maintain, organize and archive departmental materials, records and files and handle highly confidential and sensitive information with discretion.
Serve as the department's ''Budget User,'' ensuring that the department's budget is accurately entered and maintained in the automated budget system, and being the point of contact for purchasing in support of the Vice President’s budget.
Support purchasing materials and services through the Vice President’s office, shepherding purchases through the College’s processes.
Supervise departmental temporary staff and work-study student(s).
Other related duties as assigned.