Executive Office Support Liaison

Malcolm X College is seeking an Executive Office Support Liaison to provide responsible, confidential administrative support to executive-level administrators, including Officers of the District, the college President, or Vice-Presidents. This role operates in a fast-paced environment, handling sensitive information with integrity and professionalism while interacting with administrators, staff, community representatives, and public officials.

About the Role

The Office of the President provides vision and leadership for the college, ensuring alignment with City Colleges of Chicago Board policies, ICCB and IBHE regulations, and state law. The role supports the development, maintenance, and evaluation of academic programs and student services while fostering a climate that enhances learning and creative teaching approaches.

Malcolm X College’s mission is to deliver accessible liberal arts and health-focused education, emphasizing accountability, community, diversity, empowerment, learning, and respect.

Responsibilities

• Provides administrative support and office management for an executive or Officer of the District (OD), including backup for the Executive Office Manager.
• Covers the front desk, responding to inquiries in-person, by phone, or email with discretion and problem-solving skills.
• Greets and announces visitors for scheduled meetings or appointments.
• Manages the supervisor’s calendar, schedules meetings and events, and communicates daily commitments.
• Prepares and types correspondence for internal and external stakeholders; maintains spreadsheets, databases, and confidential files.
• Coordinates meetings and events, including executive tours, stakeholder visits, and receptions (scheduling rooms, arranging AV support, distributing materials, ordering food/beverages, and tracking attendance).
• Handles incoming/outgoing mail, logs signature requests, and maintains filing systems.
• Performs basic research, compiles data, and prepares summary reports.
• Relays information to college administrators and staff; prepares purchase requisitions and verifies invoices/deliveries.
• May assist with collective bargaining agreement negotiations, labor relations, or committee assignments.
• Maintains and updates business reports (procurement, budgets, event expenses, and management reports).
• Manages or assists with special projects as needed.

Requirements

• Associate’s degree from an accredited college (Bachelor’s degree or higher preferred).
• Three years of administrative support experience; executive support experience strongly preferred.
• A combination of education and experience may be considered if the minimum degree requirement is met.
• Proficiency in Outlook and Microsoft Office (Word, Excel, 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; ability to prioritize and meet deadlines.
• Demonstrated customer service skills and respectful interaction with diverse individuals.
• Ability to exercise discretion, good judgment, and work independently in a culturally diverse environment.
• English and Spanish bilingual skills preferred.

Pay

Salary range: $49,561 – $54,000. Offered salary will be based on the applicant’s education, knowledge, skills, abilities, and internal equity.

Benefits

• Low-cost health benefits.
• Retirement plans: SURS Retirement Plan, 403(b), and 457(b) investment options.
• Generous paid time off (vacation, holidays, personal, and sick days).
• Tuition reimbursement.

Chicago residency is required for all full-time employees within 6 months of hire.