Executive Assistant to the Vice President
Position Summary
The Executive Assistant to the Vice President provides comprehensive executive and administrative support to the Vice President by ensuring the efficient and organized operation of the Vice President's Office. This position is responsible for managing executive scheduling, coordinating meetings and travel, preparing correspondence and presentation materials, maintaining records, organizing information, and providing administrative support for projects and initiatives.
The Executive Assistant helps maximize the Vice President's effectiveness by maintaining organized administrative systems, preparing meeting materials, documenting meetings, and ensuring information and records are accurate, accessible, and well-maintained. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities while maintaining the highest level of professionalism, confidentiality, and discretion.
Key Responsibilities
Executive Administrative Support
- Manage the Vice President's calendar by scheduling meetings, appointments, travel, and other commitments.
- Coordinate travel arrangements, including transportation, lodging, itineraries, registrations, and related logistics.
- Prepare professional correspondence, reports, presentations, briefing materials, and other documents for the Vice President.
- Schedule meetings and coordinate meeting logistics, including room reservations, virtual meeting platforms, participant invitations, and meeting materials.
- Screen incoming correspondence, telephone calls, and meeting requests, referring matters as appropriate.
- Prepare and process expense reports, reimbursements, purchase requests, invoices, and other administrative documentation.
- Maintain confidential files, records, and executive correspondence with the highest level of professionalism and discretion.
- Serve as the primary administrative point of contact for the Vice President's Office.
Meeting Coordination and Administrative Support
- Prepare meeting agendas and assemble supporting materials for executive meetings.
- Collect, organize, and assemble reports, presentations, and supporting documents for meetings.
- Attend meetings as requested to record meeting minutes, key discussion points, decisions, and assigned action items.
- Prepare and distribute meeting minutes and supporting documentation.
- Maintain meeting calendars, recurring meeting schedules, and planning documents.
- Organize and maintain electronic and paper records of meeting materials for future reference.
Administrative Project Support
- Provide administrative support for projects and initiatives assigned to the Vice President.
- Maintain project tracking spreadsheets, calendars, timelines, and administrative records.
- Organize project documentation, reports, supporting materials, and related files.
- Assist with compiling information and preparing project status reports, summaries, and presentation materials.
- Coordinate administrative logistics for meetings, retreats, conferences, and special events.
- Assist with special projects and additional assignments as directed by the Vice President.
Office Organization and Records Management
- Maintain organized electronic and paper filing systems for the Vice President's Office.
- Create and maintain templates, forms, checklists, tracking documents, and other administrative resources.
- Maintain calendars, contact lists, organizational records, and reference materials.
- Ensure administrative records and documentation remain current, accurate, and properly organized.
- Recommend administrative improvements that enhance office organization and operational efficiency.
Qualifications
Required
- Bachelor's degree or an equivalent combination of education and professional experience.
- Three (3) or more years of progressively responsible experience providing executive administrative support, office management, or administrative coordination.
- Excellent organizational, time management, and administrative skills.
- Strong written, verbal, and interpersonal communication skills.
- Ability to prepare professional correspondence, reports, presentations, meeting agendas, and meeting documentation.
- Ability to prioritize multiple assignments while maintaining exceptional attention to detail.
- Demonstrated ability to work independently with minimal supervision.
- High level of professionalism, integrity, discretion, and sound judgment.
- Ability to maintain confidentiality and appropriately handle sensitive information.
Preferred
- Experience supporting senior executives in a Charter Management Organization (CMO), K–12 education, nonprofit organization, or similar environment.
- Experience coordinating executive meetings and administrative operations.
- Experience working with confidential executive information and records.
- Proficiency with Google Workspace, Adobe Acrobat, and project or task management software.
Core Competencies
Organization
Maintains exceptional organization of calendars, meetings, files, documents, and administrative records.
Executive Administrative Support
Provides dependable, responsive, and professional administrative support while anticipating routine executive needs.
Communication
Prepares accurate correspondence, reports, presentations, meeting agendas, and meeting minutes using strong written and verbal communication skills.
Attention to Detail
Produces accurate, complete, and timely work while maintaining a high standard of quality.
Confidentiality
Exercises sound judgment and safeguards confidential and sensitive information with professionalism and discretion.
Time Management
Effectively manages multiple assignments, deadlines, and competing priorities in a fast-paced environment.
Adaptability
Demonstrates flexibility and responsiveness while supporting the changing needs of the Vice President's Office.
What Success Looks Like
Success in this position is demonstrated when:
- The Vice President's calendar is well organized, balanced, and efficiently managed.
- Meetings are properly scheduled, well prepared, and supported with complete agendas, materials, and accurate meeting minutes.
- Executive correspondence, presentations, reports, and briefing materials are prepared accurately and delivered on time.
- Administrative records, files, and documentation are organized, current, and easily accessible.
- Travel arrangements, meeting logistics, and administrative processes are handled efficiently and professionally.
- The Vice President's Office operates in an organized, responsive, and professional manner, allowing the Vice President to focus on leadership responsibilities and organizational priorities.
- Internal and external stakeholders receive timely, courteous, and professional administrative support.
Working Conditions
Work is primarily performed in a professional office environment. The position requires frequent use of computers, office equipment, and communication technologies. Occasional travel and attendance at meetings, conferences, or organizational events outside of normal business hours may be required.
Physical Requirements
The employee must be able to remain in a stationary position for extended periods, operate standard office equipment, communicate effectively in person and electronically, and occasionally lift or move office materials weighing up to 20 pounds.
Disclaimer
This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, assign, or remove duties and responsibilities as organizational needs change.
Job Types: Full-time, Contract
Pay: $80,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Relocation assistance
- Tuition reimbursement
- Vision insurance
Application Question(s):
- Please briefly describe your Executive Assistant experience, including the highest-level executive(s) you supported, the size and complexity of the organization, and your primary responsibilities.
Education:
Experience:
- Executive administrative support: 2 years (Required)
Ability to Commute:
- Schaumburg, IL 60173 (Required)
Work Location: In person
