Executive Office Support Liaison

CCC Social Sourcing•Chicago, IL

22h

About The Position

Malcolm X College is seeking an Executive Office Support Liaison to provide responsible administrative support of a confidential and sensitive nature to executive-level administrators, such as a District Officer, college President, or Vice-President. In a fast-paced work environment, the liaison provides executive-level assistance while handling sensitive information with confidentiality and integrity. The role interacts professionally with administrators, staff, community representatives, public officials, and others, and performs related duties as required. The position supports the Office of an Executive/District Officer, including front desk and office manager functions, visitor and inquiry coordination, correspondence, calendar and meeting support, records management, event planning, mail handling, research, reporting, procurement, and special projects. Chicago residency is required for full-time employees within six months of hire.

Requirements

Associate’s degree from an accredited college.
Three years of experience in an administrative support capacity.
Proficiency with Outlook and Microsoft Office, including Word, Excel, and PowerPoint.
Knowledge of general office procedures and practices.
Excellent interpersonal, written, and verbal communication skills.
Ability to compose correspondence.
Strong organizational and time-management skills.
Evidence of excellent customer-service skills.
Ability to communicate clearly and interact respectfully with others.
Ability to exercise discretion and good judgment.
Ability to work within a culturally diverse environment.
Ability to work independently, meet deadlines, and proactively manage multiple tasks and changing priorities.
A combination of education and experience may be considered, provided the minimum degree requirement is met.
Chicago residency is required for full-time employees within six months of hire.

Nice To Haves

Bachelor’s degree or higher.
Previous experience supporting executive functions.
English and Spanish bilingual ability.

Responsibilities

Provide administrative support and perform office manager functions for the Office of an Executive/District Officer; serve as backup for the Executive Office Manager as directed.
Provide front desk coverage; respond to in-person, phone, and email inquiries; direct visitors and callers to appropriate personnel; and exercise discretion in problem-solving.
Greet and announce visitors arriving for scheduled meetings or appointments.
Answer and direct telephone calls, provide general information, take messages, and retrieve and route voicemail messages.
Assist with the supervisor’s calendar, schedule meetings and events, and inform the supervisor of daily appointments and commitments.
Prepare and type correspondence; copy and distribute documents; and maintain spreadsheets and databases.
Maintain confidential files, records, and sensitive information.
Plan and coordinate meetings and events, including tours, stakeholder visits, and appreciation receptions; schedule rooms, arrange audiovisual support, prepare and distribute materials, order refreshments, and track attendance.
Handle incoming and outgoing mail and direct mail to appropriate staff.
Receive and log signature requests and maintain an accurate filing system for returned items.
Conduct basic research, compile data from multiple sources, and prepare summary reports as requested.
Request and relay information to college administrators and staff as directed.
Prepare purchase requisitions; review invoices and purchase orders for correct charges; and verify delivery of ordered items.
May contribute to preparing information and documents for collective bargaining negotiations and other labor relations matters.
May serve on assigned committees.
May maintain procurement, requisition, budget, cost, event-expense, and other management reports.
Manage or assist with special projects and perform related duties as required.