Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• At least 6 years of progressively responsible executive administrative experience, including at least 4 years providing direct support to a President or equivalent senior executive in a complex organization.
• Demonstrated ability to serve as a trusted partner and extension of an executive office, exercising independent judgment, discretion, and authority in managing sensitive priorities, relationships, and information.
• Experience acting as a communications proxy for an executive, including drafting, editing, and managing confidential correspondence with donors, board members, senior leaders, and external stakeholders.
• Demonstrated ability to manage complex calendars, competing priorities, and high-stakes meetings, exercising sound judgment to align executive time with strategic goals.
• Proven experience supporting external facing work, such as donor, partner, client, or stakeholder engagement, with a high degree of professionalism and discretion.
• Demonstrated success in anticipating needs, taking initiative, and operating independently, requiring minimal direction while maintaining strong alignment with executive priorities.
• Experience tracking action items, deadlines, and follow-through across multiple projects or initiatives to ensure commitments translate into results.
• Strong organizational awareness and ability to navigate complex stakeholder environments, balancing diplomacy, responsiveness, and confidentiality.
• Demonstrated ability to design, manage, and continuously improve systems that support executive effectiveness, project tracking, and follow‑
• Excellent written and verbal communication skills, with the ability to edit and refine executive‑level materials, including remarks, briefings, correspondence, and reports.
• High level of professional integrity and discretion, with demonstrated experience handling confidential, sensitive, or politically nuanced matters.
• Proficiency with commonly used workplace technologies, including Microsoft Office, SharePoint, CRM platforms, and other cloud-based collaboration and document management tools; demonstrated ability to leverage emerging technologies to enhance productivity, accuracy, and overall work quality.
• Demonstrated ability to work effectively in an inclusive, equitable, and respectful environment, collaborating with individuals from diverse backgrounds, identities, and experiences.
• Commitment to fostering a positive and collaborative workplace culture through active engagement with colleagues, open communication, and alignment with organizational values and culture initiatives.
• Demonstrate reliable, regular, and predictable work attendance.

Responsibilities

• Provide strategic oversight and direction of the President’s schedule, priorities, travel, and engagements, ensuring alignment with organizational goals, fundraising strategy, and institutional relationships.
• Exercise independent judgment and decision-making authority to prioritize requests, resolve conflicts, and protect the President’s time, balancing internal leadership responsibilities with external engagement.
• Anticipate and proactively navigate emerging issues, risks, or opportunities and prepare the President with relevant context, options, and recommendations.
• Prepare and equip the President for high‑level engagements by overseeing agendas, briefing materials, remarks, daily packets, and meeting documentation to maximize impact and effectiveness.
• Direct and oversee the President’s day-to-day operations including donor meetings, VIP visits, institutional events, and executive travel, ensuring seamless execution and follow up.
• Manage interactions with high‑level visitors, ensuring a professional, thoughtful, and values‑aligned experience.
• Bring structure, clarity, and momentum to the President's priorities by documenting emerging ideas, organizing next steps, tracking commitments and actions.
• Design, implement and continuously optimize systems to manage the President’s portfolio of organizational priorities, initiatives, projects, and commitments, ensuring accountability, execution, and visibility.
• Oversee administrative and operational logistics including expenses, contracts, invoices, travel arrangements, and records management, to support efficient and effective office operations.
• Maintain organized digital filing and recordkeeping systems to ensure information is accessible, accurate, and current.
• Lead and collaborate with the executive administrative team to continuously improve processes, systems, and workflows that optimize executive effectiveness and organizational coordination.
• Serve as the primary liaison with the University President’s Office and other senior institutional partners to ensure strong coordination, alignment, and communication.
• Coordinate closely with Development & Engagement, Board leadership, and senior staff to support principal gift strategy, donor stewardship, and executive‑level fundraising activities.
• Support the President’s donor and prospect engagement by ensuring continuity, accurate documentation, and follow through across meetings, communications, and next steps, maintaining timely and accurate entry of executive contact reports, donor correspondence, and meeting notes in the CRM.
• Act as a trusted communications proxy for the President by drafting, editing, and managing confidential correspondence with donors, university leaders, and external stakeholders.
• Draft, edit, and proofread correspondence, briefings, reports, and other materials with a high level of professionalism and attention to detail.
• Review and edit internal and external communications to ensure clarity, alignment with strategy, and consistency of voice.
• Facilitate meetings on behalf of the President, including the creation of minutes and action items.
• Lead or contribute to special projects and strategic initiatives at the direction of the President, including research, analysis, and cross‑functional coordination.
• Performs other duties as assigned.

Benefits

• 4-Day Workweek, with business operations closed on Fridays.
• 100% employer-paid medical coverage on our base plan
• 95% employer-paid dental and vision coverage
• Up to 27 days of paid time off plus 10 paid holidays, including one floating holiday
• Up to 12% employer contribution to eligible 401(k) plans after applicable waiting periods
• Employer-paid Long-Term Disability and Life Insurance
• Portland State University affiliated employee benefits, including tuition discount