Executive Assistant

3 months ago

Chicago, United States Adler University Full time

The Executive Assistant & Events Coordinator provides daily operational support to the Office of the President and serves as the point of contact to the President to both internal and external constituents. Reporting to the Manager, Office of the President and the Chief of Staff, the Executive Assistant & Events Coordinator provides confidential support to the President, the Chief of Staff, and the Director, Administration & Board Relations. This individual must possess poise and professionalism; strong written, verbal, and organizational skills; the ability to multi-task in a fast-paced environment; and take the initiative on events to efficiently meet the needs of the Office. The Executive Assistant & Events Coordinator must be able to work autonomously and on a team, across all levels of the University.

Essential Duties & Responsibilities:

Office & Calendar Support (70%)

Manages the calendar of the President. This includes preparing meeting/appointment materials in advance, handling food/beverage needs, coordinating technology and facilities requirements, etc. Serves as a liaison between the Offices of the President and the Adler community. Greets visitors to the Office of the President. Answers and directs incoming calls. Opens and distributes mail. Creates and maintains executive files. Makes travel and lodging reservations for the Board of Trustees, President, and Chief of Staff. Maintains accurate expense tracking and reports for the President and Chief of Staff including monthly credit card bills and travel. Handles incoming invoices to the Offices of the President and prepares check requests Follows up on decisions and/or instructions of the President, Chief of Staff, Director to insure implementation and/or completion. Assists President directly in times of Director and Chief of Staff’s absence.

Event Support Management and Other Duties (30%)

Leads or assists Chief of Staff and Director in the coordination of various meetings and events for the Office, including for the Board of Trustees, Senior Team, Cabinet, etc. Plans and executes all Office of the President internal events such as all staff celebrations, town halls, awards ceremonies, lunches with faculty, staff, and students, Common hours, etc. Plans and executes all Office of the President external events, mainly cultivation and outreach events for the President. Works collaboratively with other departments and IT/Facilities to ensure the logistical success of each event. Other duties and projects as assigned or needed.

Required Experience, Skills, and Abilities:

Bachelor’s degree required Prior experience in an executive administrative environment Experience with travel coordination and scheduling Experience with event planning / design Strong MS Outlook and MS Office skills (PowerPoint, Word and Excel) Good command of internet usage

Universal Core Behaviors:

Communication:

Effectively expresses oneself in all oral and written communications. Exhibits good listening and comprehension skills. Keeps others informed, as well as responds, in a timely manner. Demonstrates match between words and actions. Responds with tact, diplomacy, respect and composure when dealing with others. Promotes the spirit and essence of the university’s Vision, Mission, Values and Key Strategies through both verbal and written communication.

Teamwork and Collaboration:

Cooperates with others toward the achievement of common goals. Seeks consensus and win-win solutions to problems and conflicts. Contributes actively and participates fully in team initiatives. Puts success of the team above own interests. Builds and maintains constructive work relationships.

Responsive to Change:

Displays a proactive, problem-solving approach toward work. Ability to manage extensive workload and work autonomously in a fast-paced environment Ability to multitask, as well as handle interruptions and adjustments to priorities Committed to life-long learning by continuously increasing skills, knowledge and effectiveness. Actively seeks and initiates creative and innovative solutions. Exercises sound, accurate and informed independent judgment when needed.

Quality-Driven and Accountable:

Results-oriented and committed to quality through continuous process improvement. Eliminates ineffective activities and closes performance gaps. Strong organizational and analytical skills Anticipates and responds to department needs Monitors own performance, accept responsibility for actions and actively seeks feedback. Meets deadlines and completes projects and activities in professional, timely manner. Seeks opportunities to increase productivity and/or reduce costs while maintaining highest quality standards (fiscally responsible).

Support of Vision, Mission, Values, Key Strategies:

Supports and models the university’s Values of Social Interest, Equity, Courage, Excellence, and Pragmatism. Demonstrates active commitment in advancing the university’s Vision, Mission and Key Strategies. Exhibits personal integrity, honesty, zeal and compassion. Aligns work processes to advance the university’s strategic plan and key strategies.

Work Environment (Physical Demands): The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.

Equal Opportunity Employer

It is the policy of Adler University that all persons are entitled to Equal Employment Opportunity (EEO) protection. The University does not discriminate against any individual for employment because of age, religion, race, color, gender, gender identity, sexual orientation, national origin, ancestry, marital status, physical or mental disability, military status (including unfavorable discharge from the military), or any other category protected by federal, state, or local law.

As part of the Adler's equal employment opportunity policy, Adler will also take affirmative action to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

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