Executive Assistant, Administrative Affairs (FT), CF3N30022ADMAF

College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, offering nine associate degrees and a wide variety of professional and technical certificates on its 273-acre campus.

About the role

Provide high-level administrative support of a confidential nature for the Vice President (VP), Administration and Treasurer, serving as the primary interface for the VP’s office with college staff, external partners, and the community.

Responsibilities

• Manage day-to-day operations of the VP’s office, including word processing, drafting correspondence, preparing meeting minutes, PowerPoint presentations, and spreadsheet analysis.
• Perform complex statistical and financial data entry and analysis.
• Coordinate with outside insurance/bond firms to acquire yearly Treasurer’s Bonds and prepare Board Approval Transmittal Letters.
• Organize the Treasurer’s Advisory Committee meetings three times per year with external bankers and investors.
• Serve as the Hire Touch Human Resources Superuser for all HR requisitions in Administrative Affairs and as a Mercury Commerce Superuser.
• Follow up on and approve purchase requests in the VP’s absence or per their instructions.
• Input and monitor the VP’s budget.
• Prepare the yearly Prevailing Wage Act Resolution for the Board of Trustees and arrange for legal notice publication.
• Track departmental and institutional deadlines, ensuring Administrative Affairs Management staff meet them.
• Coordinate hiring committee activities for local and nationwide searches for administrative staff reporting to the VP.
• Arrange travel, conference registrations, vehicle requests, and reimbursements for the VP.
• Coordinate Administrative Affairs Division and Deferred Compensation Plan Committee meetings, including agendas, minutes, and follow-up.
• Act as records manager for the Administrative Affairs Division, maintaining office files and advising subordinate departments on records management.
• Answer, screen, and direct telephone calls; sort and screen daily mail; provide authoritative information to staff, students, and the community.
• Compile and prepare reports for monthly Board of Trustees meetings and coordinate the review and approval process for Board Items.
• Maintain the VP’s calendar and schedule appointments.
• Receive visitors, community members, and students professionally, whether by appointment or walk-in.
• Serve as a notary public, coordinate all campus notary publics, and process applications and bond renewals.
• Perform other related duties as assigned.

Requirements

• Associate’s degree or equivalent related experience.
• Minimum of four years of executive-level administrative support experience, ideally in a senior leadership or executive office with a financial focus.
• Demonstrated proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort learning new platforms quickly; familiarity with ERP systems preferred.
• Exceptional written and verbal communication skills, including drafting polished correspondence and editing with a discerning eye.
• Proven ability to manage multiple priorities in a fast-paced environment while maintaining accuracy, composure, and attention to detail.
• Demonstrated experience handling confidential and sensitive matters with sound judgment and discretion.
• Strong interpersonal skills and the ability to interact effectively with senior leaders, board members, elected officials, community partners, faculty, staff, and students.

Benefits

• Paid time off.
• Tuition discounts for employees and dependents.
• Medical, dental, and vision insurance effective the first day of employment.
• Retirement benefits.

Pay

Starting salary beginning at $28.88/hourly, based on education and experience.