Doa Jobs in Chicago, IL (NOW HIRING)

Administrative Assistant

The Administrative Assistant is an essential member of the Advancement Department. Reporting to the Dean of Advancement, the Assistant supports the work of the Dean of Advancement (DOA) and Assistant Dean of Advancement (ADOA). The Assistant must be available to work in the office all five business days (with reduced summer hours); this is not a remote or hybrid position. Additionally, this position includes periodic weekends and evening hours in order to support department events.

General Overview of Responsibilities

• Executive Support
• Support the DOA in managing priorities, deadlines, and strategic initiatives as well as tracking action items/requests, and monitoring follow-up activities.
• Help ensure timely completion of assignments and deliverables requiring the DOA's review or approval.
• Triage the flow of requests to the DOA and incoming communications, prioritizing issues requiring attention.
• Manage the DOA's calendar, including scheduling meetings, resolving conflicts, forecasting time periods, and ensuring alignment with institutional priorities.
• Support the coordination of domestic and international travel arrangements, including preparing itineraries, researching transportation, accommodations, and related travel logistics for DOA and ADOA.
• Serve as contact for internal and external stakeholders for DOA.
• Materials Development & Preparation
• Collect and organize Board meeting materials and team inputs to create first drafts for DOA.
• Prepare 1st drafts for some donor correspondence on behalf of the DOA.
• Prepare donor briefing documents and background information for DOA and ADOA.
• Prepare visit materials for DOA and ADOA.
• Coordinates signature process for acknowledgments.
• Office Support
• Track department budgets.
• Support Advancement events by working check-in tables and supporting nametag preparations.
• Assemble Advancement events calendar.
• Database
• Maintain constituent records and ensure accurate data.
• Enter visit reports for DOA & ADOA.
• Strategic Support
• Proactively identify opportunities to improve Office workflows for efficiency and effectiveness.
• Recommend solutions to scheduling, operational, and administrative challenges.
• Support DOA in building department onboarding materials
• Stakeholder & Relationship Management
• Exercise sound judgment in handling inquiries and determining appropriate responses or escalation.
• Represent the office professionally and courteously in all interactions.
• Maintain confidential files, records, and sensitive information with discretion.

The required characteristics and/or skills of this position are :

• Bachelor's degree preferred.
• Experience working in an academic institution is preferred.
• Demonstrated experience supporting a director-level role. Support for senior executives, vice presidents, deans, or C-suite leaders are a bonus and highly preferred.
• Exceptional organizational, communication, and project management skills.
• Strong written and verbal communication skills.
• Strong proficiency in Microsoft Office and Google Suites, and calendar management systems.
• Comfort with databases and navigating multiple platforms.
• Comfort with navigating airline searches.
• Ability to adapt to the use of AI.
• Ability to handle highly confidential information with discretion.
• Strong judgment, initiative, and ability to work independently and in a supportive fashion.
• Ability to work non-traditional hours, including evenings and weekends.
• Ability to work independently and as part of a team.
• Supports and acts in accordance with LFA's mission and values.
• Upholds LFA standards of professional courtesy, punctuality, discretion, and confidentiality
• Supports departmental goals and colleagues.
• Eagerness to get involved in a boarding school community.

Additional requirements for application :

• Candidates may be required to complete computer/software proficiency tests.
• Positive professional references from previous or current supervisors required.

Compensation/Benefits:

Lake Forest Academy offers a competitive compensation and benefits package that includes full medical and dental coverage, 403(b) retirement benefit, and 30 days of PTO per year. Final salary will be commensurate with the experience and expertise of the final appointed candidate, with a range between $55,000-$75,000.