The Executive Assistant provides comprehensive administrative, operational, and project management support to a Vice President responsible for business, finance, facilities, technology, and campus operations. Working across a broad portfolio of functions, the position coordinates activities, tracks key initiatives, and facilitates collaboration among senior university leaders, faculty, staff, trustees, vendors, and external partners. The Executive Assistant exercises exceptional discretion, judgment, and confidentiality while independently managing competing priorities, assisting with advancing strategic initiatives, and promoting operational effectiveness.

Position Status: Exempt

Reporting and Supervisory Relationship:
Direct reporting relationship to: Vice President for Business and Finance

Salary Range: $57,000 - $63,000. This is the expected salary range for this position. The actual salary offered will depend on a candidate's experience and education, and departmental budget.

Responsibilities

Executive and Administrative Support

• Provides comprehensive administrative support to the Vice President, maintaining calendars, scheduling meetings, and coordinating appointments.
• Drafts, edits, and manages correspondence, reports, presentations, and other communications.
• Attends all assigned Board of Trustees committee meetings and prepares meeting minutes.
• Collaborates with the President's Office to ensure agendas, supporting materials, presentations, and meeting logistics are completed according to established timelines.
• Distributes Board materials, maintains committee records, and coordinates follow-up activities resulting from Board meetings.
• Coordinates contracts, affiliation agreements, leases, and other administrative documents requiring executive review and signature.
• Maintains office records, files, and documentation.

Financial, Risk Management, and Compliance Support

• Processes invoices, purchase requests, expense reimbursements, and other financial transactions.
• Maintains office budgets and tracks expenditures.
• Provides administrative support for the University's insurance and risk management programs.
• Coordinates with insurance brokers, campus departments, and external partners regarding policy renewals, certificates of insurance, claims documentation, and related correspondence.
• Assists with annual insurance renewals, compliance reporting, audit confirmations, and other regulatory requirements.

Project and Operational Coordination

• Coordinates and monitors projects and initiatives across the Vice President's areas of responsibility.
• Tracks project timelines, deliverables, action items, and follow-up activities.
• Prepares agendas and supporting materials, documents meeting outcomes, and monitors progress on assigned initiatives.
• Assists with gathering information and preparing reports, presentations, spreadsheets, and analyses.

Office Operations

• Manages day-to-day administrative operations, maintaining effective working relationships with university departments, external vendors, and community partners.
• Coordinates meeting logistics, room reservations, catering, and technology needs.
• Maintains office supplies, equipment, records, and filing systems.
• Welcomes visitors and provides professional customer service to internal and external constituents.

Other Duties and Responsibilities

• Demonstrates a strong commitment to continuous improvement.
• Supports the mission, vision and values of Elmhurst University.
• Performs other duties as assigned.

Requirements

Minimum Qualifications

• Associate degree with significant related experience.
• Three to five years of progressively responsible executive administrative support experience.
• Demonstrated ability to manage multiple priorities independently while exercising sound judgment and maintaining strict confidentiality.
• Excellent organizational, time management, written, and verbal communication skills.
• Advanced proficiency with Outlook, Word, Excel, PowerPoint, and Teams.
• Experience coordinating meetings, preparing reports and presentations, and maintaining calendars.
• Strong attention to detail with the ability to anticipate needs and proactively resolve issues..

Preferred Qualifications

• Bachelor's degree.
• Experience supporting a senior executive in higher education.
• Experience supporting finance, operations, facilities, information technology, or business administration functions.
• Familiarity with enterprise resource planning (ERP) systems such as Ellucian Colleague.
• Experience working with budgets, contracts, insurance administration, compliance, or risk management.

Working Conditions/Physical Requirements
The essential functions of this position are primarily performed in an indoor setting with limited exposure to outdoor weather conditions. Work is often sedentary in nature and requires remaining in a stationary position for extended periods. Required abilities include speaking and hearing for in-person and virtual communication, using close and distance vision when reading documents or viewing screens, and performing tasks with repetitive fine motor skills. Work may require occasional lifting, bending, carrying, or otherwise moving objects weighing up to 15 pounds. Qualified applicants who can perform the essential functions of this position with or without reasonable accommodations will be considered.

Must be willing to work with flexible scheduling, including minimal evenings and weekends, as required.

Benefits

An overview of Elmhurst University benefits is available here.

Please submit cover letter, resume, and three references with contact information with online application. The references should include name, phone number and email.