Assistant Secretary Jobs in Normal, IL (NOW HIRING)

POSITION TITLE: Executive Assistant to the President and Provost
REPORTS TO: President and Provost
POSITION SUMMARY: Execute a variety of administrative duties in support of the President, Provost, and the Board of Trustees. The position also serves as the Assistant Secretary to the Board of Trustees during tri-annual Board meetings and throughout the year.
ESSENTIAL FUNCTIONS:
Greet visitors and answer telephone calls; take messages and reply to routine questions from faculty, staff, students, parents, and the general public.
Direct phone inquiries to the appropriate staff members; reply to general information requests with accurate information.
Apply direction and prioritization standards for the screening of the President’s and Provost’s mail, email, voicemail, and appointments using expert judgment and knowledge. Manages the President’s and Provost’s calendar.
Provide general support for the Trustees during tri-annual meetings as well as throughout the year and serve as Assistant Secretary to the Board.
Provides general support for Faculty meetings.
Compile Board meeting packets, coordinate mailing, and prepare minutes for storage in college archives.
Drafts faculty contracts, facilitates faculty hire paperwork.
Arrange and schedule of complex activities including, but not limited to, meetings, appointments, and travel itineraries.
Plan and organize programs, events and meetings; prepare and make arrangements for meeting space and catering.
Prepare correspondence, memos, agendas, lists, purchase requisitions, expense reports, and other documents; maintain files.
Compilation and maintenance of highly confidential and sensitive information in support of the College
Coordinate the repairs and maintenance of office equipment, including copier, fax machines, computers, printers, etc.
ADDITIONAL DUTIES AND RESPONSIBILITIES:
Work in collaboration with other personnel in implementing special projects and events for the Provost and the President.
Oversee the budget and purchasing of supplies and equipment for the office.
Serve on campus wide committees
Other duties as assigned
SUPERVISORY REQUIREMENTS:
May supervise student workers
EDUCATION:
Essential: Bachelor’s degree
Desirable: Bachelor’s degree
EXPERIENCE:
Essential: 2-5 years of administrative assistant experience
Desirable: higher education experience
LICENSES/CERTIFICATIONS:
KNOWLEDGE, SKILLS, ABILITIES:
Knowledge of Microsoft Office Suite applications and electronic mail.
Ability to communicate effectively both orally and in writing.
Ability to multi-task, prioritize, and manage time.
Ability to work independently as well as collaboratively in a team environment.
Skilled in building strong interpersonal relationships.
Skilled in written expression.
EQUAL EMPLOYMENT OPPORTUNITY
Eureka College is an equal opportunity employer committed to achieving diversity and cultural awareness within its administration, faculty, staff, and students. The College is intentional in its inclusivity of all persons regardless of race, color, religion, national origin, gender (including gender identity or expression), sexual orientation, marital status, veteran status, disability or ancestry.
WORKING CONDITIONS:
The office is located on the first floor of a building with no elevator. The employee must transfer between buildings and in outdoor weather conditions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually quiet to moderate.
WORK SCHEDULE:
Normal workday is Monday through Friday 8:00 AM to 5:00 PM including one hour allocated for lunch. Flexibility in hours needed to include possible hours in the evenings or on weekends for special events.